About the Role
We are looking for a highly organized, bilingual Operations Assistant to join our team at Tadeo & Silva Law. This role is essential to keeping our office running smoothly by supporting daily administrative operations, client service, billing, reporting, and office management. The ideal candidate is proactive, detail-oriented, and enjoys working in a fast-paced environment while delivering exceptional service to both clients and team members.
What You'll Do
- Maintain accurate and organized client records by updating the firm's case management system and administrative databases.
- Receive, sort, scan, and distribute incoming mail while ensuring documents are saved to the appropriate client files and systems.
- Assist with client onboarding by uploading signed contracts, creating client records, and coordinating administrative tasks.
- Process billing activities, including uploading contracts, generating and updating invoices, enrolling clients in automatic payment plans, and following up on failed or overdue payments.
- Generate and maintain weekly and monthly reports, including lead trackers, new client reports, and marketing reports.
- Provide front desk coverage as needed by greeting visitors, answering and directing calls, scheduling appointments, and supporting daily office operations.
- Monitor office supply inventory, maintain stock levels, and coordinate purchasing of office supplies.
- Plan and coordinate office events, including team meetings, birthdays, work anniversaries, holiday celebrations, and other firm activities.
What We're Looking For
- Minimum of 2 years of experience in an administrative, legal administrative, or office support role.
- Fluency in both English and Spanish (written and verbal) is required.
- Excellent organizational and time management skills with the ability to prioritize multiple tasks.
- Strong attention to detail and accuracy.
- Proficiency with Microsoft Office, Google Workspace, and office technology.
- Experience with legal case management and billing software is a plus.
- Outstanding written and verbal communication skills.
- Friendly, professional, and customer-service oriented.
- Ability to work independently while collaborating effectively with a team.
- Reliable, proactive, and committed to maintaining a high level of professionalism.
Pay: $18.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Paid time off
Work Location: In person
