Immigration Office Administrative Assistant

Position Summary

The Bilingual Immigration Office Administrative Assistant runs the operational, clerical, and administrative core of the firm. This position interfaces directly with clients and vendors to keep the office running cleanly while managing critical incoming and outgoing legal mailing streams. Tasked with supporting the office manager, this individual acts as a key filter for administrative workflows, billing logs, and sorting urgent agency notifications (USCIS, NVC, EOIR) across English and Spanish or French client profiles.

Core Responsibilities & Job Duties

• Provide professional front-desk reception presence, greeting visitors, corporate investors, and clients in English and their preferred language (Spanish or French). Log, scan, and digitally upload incoming mail packages, highlighting immediate deadlines from immigration courts (EOIR), USCIS receipts, or Department of Labor approvals. Assemble and verify outgoing legal mailings, managing certified tracking lines, couriers, and international packages directed to government centers and consular posts. Support accounts receivable workflows: logging invoice updates, tracking scheduled payment plans for complex files, processing payments, and conducting language-appropriate collection reminders. Manage office inventory levels, order corporate supplies, and interface with firm utility and tech vendors. Coordinate the master organizational calendar, ensuring general administrative, staff, and firm deadlines are aligned. Draft non-legal administrative notifications, translated client alerts, and internal operational memos.

Qualifications & Performance Standards

• Bilingual Requirement: Absolute operational fluency in English AND either Spanish or French. 2+ years of general administrative experience, with strong preference for a fast-paced professional services or legal layout. Familiarity with the rigid nature of legal deadlines and handling highly confidential client identity documentation. Excellent file management skills, showing high proficiency in both physical and cloud-based file routing. Strong technical skills in Microsoft Office Suite, Adobe Acrobat Pro, and general scanning infrastructure.

This position offers a rewarding opportunity to be part of a committed team dedicated to providing outstanding immigration services. We value proactive individuals who are eager to learn and grow within the legal administrative field. If you are organized, detail-oriented, and passionate about supporting legal processes through meticulous administrative work—apply now!

Pay: $44,000.00 - $55,000.00 per year

Benefits:

• Health insurance
• Opportunities for advancement
• Paid sick time
• Paid time off

People with a criminal record are encouraged to apply

Experience:

• Immigration Paralegal: 2 years (Required)

Language:

• Spanish or French (Preferred)

License/Certification:

• Paralegal Certificate or Diploma (Required)

Work Location: In person