Apostille and Notary helps individuals and businesses get their documents authenticated (apostille) for use overseas. We're expanding into the Orlando area and looking for a reliable, professional, bilingual (English/Spanish) Florida commissioned notary to run our local intake operation.
This is a mostly independent, customer-facing role. You'll work from home and meet clients around Orange County or at our office. If you're organized, presentable, great with people, and want flexible hours, this is a great fit.
What you'll do
- Answer incoming phone calls and respond to customer inquiries
- Meet with customers — at our office or at a convenient location in the county
- Collect documents that need to be apostilled
- Notarize documents when required (you must be a commissioned FL notary)
- Ship documents securely via FedEx to our processing office
- Receive completed, apostilled documents back and return them to customers
- Keep simple records of each order and hand-off
What you need
- Active Florida notary commission (required)
- Fluent in English and Spanish — spoken and written (required)
- Reliable transportation and a valid driver's license (you'll meet clients around the county)
- Professional, courteous, and dependable — you're the face of the business locally
- Comfortable with basic tech: phone, email, and FedEx shipping
- Able to pass a background check
Nice to have
- Errors & Omissions (E&O) insurance
- Remote Online Notary (RON) commission
- Prior notary, mobile notary, or apostille/document-processing experience
- Familiarity with FedEx or shipping logistics
Why work with us
- Flexible schedule — work around your life
- Work from home with local, in-person meetings
- Steady flow of customers as we grow the Orlando market
- Be part of a growing statewide document-services company
Overview
Join our dynamic team as a Bilingual Apostille and Notary Office Manager, where you will lead daily operations in a fast-paced, client-focused environment. This role is perfect for an energetic professional who thrives on organization, communication, and managing a variety of administrative tasks. You will oversee office functions, coordinate with clients and vendors, and ensure smooth processing of apostille and notary services in both English and Spanish. Your leadership will help us deliver exceptional service while maintaining efficient office workflows. This position offers an exciting opportunity to grow your skills in office management, client relations, and team supervision within a vibrant, multicultural setting.
Responsibilities
- Manage daily office operations, including scheduling appointments, overseeing document processing, and ensuring timely completion of apostille and notary services.
- Supervise administrative staff, providing training, guidance, and support to foster a productive team environment.
- Coordinate with clients to understand their needs, explain service procedures clearly in both English and Spanish, and handle inquiries with professionalism.
- Oversee vendor relationships for document courier services, office supplies, and other operational needs to ensure seamless workflow.
- Maintain accurate records using accounting software such as QuickBooks; handle bookkeeping, invoicing, and billing processes efficiently.
- Manage office supplies inventory, filing systems, and document confidentiality protocols to uphold organizational standards.
- Utilize Microsoft Office tools and spreadsheets to track appointments, client information, financial data, and performance metrics.
- Support human resources functions including payroll processing, staff scheduling, and training & development initiatives.
- Handle front desk responsibilities including multi-line phone systems, client check-ins, and providing excellent phone etiquette.
- Ensure compliance with legal requirements related to confidential information handling and document security standards.
Skills
- Proven experience in office management or administrative roles with strong organizational skills.
- Bilingual fluency in English and Spanish is essential for effective communication with diverse clients and team members.
- Demonstrated supervisory experience leading teams or managing staff effectively.
- Proficiency with accounting software such as QuickBooks along with general bookkeeping expertise.
- Skilled in schedule management, calendar coordination, and multitasking in a busy environment.
- Strong vendor management abilities to coordinate external services smoothly.
- Knowledge of human resources processes including payroll administration and staff training programs.
- Familiarity with financial software applications and office productivity tools like Microsoft Office (Word, Excel) and spreadsheets.
- Experience with clerical tasks such as filing systems, document organization, and front desk operations.
- Excellent communication skills—both verbal and written—with the ability to handle client interactions professionally.
- Technical proficiency in office equipment including multi-line phones, printers, scanners, and digital document management systems.
- Ability to handle confidential information discreetly while maintaining high ethical standards.
This role is ideal for a motivated individual eager to make an impact through efficient office management while delivering top-tier bilingual client service!
Pay: $20.00 - $22.00 per hour
Expected hours: 20.0 – 40.0 per week
Benefits:
Education:
Experience:
- Notary: 1 year (Required)
Language:
License/Certification:
- Certified Notary Public (Required)
Willingness to travel:
Work Location: Hybrid remote in Orlando, FL 32839
