Administrative Operations Specialist

Job Description

Job Description

We are a fast-paced, high-volume immigration law firm looking for a Spanish Bilingual Administrative Operations Specialist to support our administrative operations and ensure smooth day-to-day workflow across the office. This role is ideal for someone who is organized, proactive, and adaptable. The right candidate enjoys wearing multiple hats, supporting a team, and continuously looking for ways to improve processes. This position plays a key role in administrative coverage, reporting and data tracking, and light technical troubleshooting. This is a full-time position working 40-45 hours per week. We are willing to train the right candidate to learn this position.

We offer competitive compensation and an excellent benefits package to all full-time employees:

• Medical, Dental, Vision, Life insurance coverage
• 401(k) Retirement plan with company matching contribution
• Paid Vacation, Paid Sick Time off, Paid Mental Health Time Off

Responsibilities

• Provide cross-functional support across administrative roles, including reception, intake, and mail coverage as needed
• Support data tracking, reporting, and analysis, including pulling reports, identifying and correcting data inconsistencies in Clio, maintaining Excel trackers, and preparing reports such as quarterly origination tracking
• Monitor Google reviews and recognize team members internally through firm platforms (e.g., Viva)
• Assist with website updates and behind-the-scenes marketing support, including social media coordination as needed
• Provide basic technical support and troubleshooting (e.g., printers, logins, simple system issues)
• Support administrative follow-ups, including collections and declined payments
• Collaborate with leadership to identify process improvements and support operational efficiency

Qualifications

• Proficiency in Excel required, including filtering, sorting, pivot tables, and basic formulas
• Ability to learn new systems quickly (experience with Clio or similar systems is a plus)
• Strong problem-solving skills and ability to troubleshoot basic technical issues
• Team-oriented mindset with a willingness to step in where needed
• High school diploma, G.E.D., or equivalent. Associate or Bachelor's degree preferred
• Be fluent in Spanish and English