Bilingual Office Assistant - Client Experience Coordinator

We are looking for a highly organized, warm, proactive team member to join our immigration law firm in a hybrid role that blends office support with client experience and follow-up.

This is not just a front desk job.

This role is for someone who can help keep the office running smoothly while also making sure clients feel cared for, guided, and never forgotten. You will help manage day-to-day office responsibilities, support the team with administrative tasks, and take ownership of proactive client follow-up so cases keep moving and communication stays strong.

At our firm, client experience matters. We want someone who is dependable, detail-oriented, professional, and genuinely cares about helping people during stressful moments in their lives.

Who This Role Is Perfect For

You may be a great fit if you are someone who:

• Naturally follows up without being asked
• Likes keeping things organized and moving
• Communicates with empathy and confidence
• Is warm and professional, but also strong with structure
• Takes pride in helping clients feel calm, clear, and cared for
• Understands that details, follow-through, and client trust matter

If you are bilingual, organized, and passionate about helping people while keeping operations tight and professional, we would love to hear from you.

$15 hourly

• Welcome clients and visitors professionally and warmly
• Answer incoming calls and route messages accurately and promptly
• Help maintain an organized, efficient, and professional front office
• Manage scanning, filing, document organization, and general administrative support
• Assist with scheduling, confirmations, reminders, and office coordination
• Support internal team communication and task follow-through
• Conduct proactive follow-up calls and messages with current clients
• Follow up with clients regarding missing documents, pending items, updates, and next steps
• Help ensure no current client feels ignored, forgotten, or unclear about what happens next
• Update client contact information, notes, and communication history in the system
• Monitor open communication loops and help close them quickly
• Support check-in calls and relationship-based outreach with clients when assigned
• Help de-escalate frustrated clients with calm, clear, compassionate communication
• Escalate legal or urgent matters to the appropriate team member
• Make sure every interaction ends with a clear next step

What Success Looks Like in This Role

• The office feels organized, responsive, and professional
• Calls, messages, and follow-ups are handled quickly and correctly
• Current clients feel supported and know what is happening with their case
• The team can trust that communication and administrative details are being handled well
• Client issues are not sitting without a response or next step
• The person in this role brings calm, order, and consistency to the office every day

• Fluency in English and Spanish is required
• Spanish must be professional-level and strong enough to confidently serve Spanish-speaking clients in person and by phone
• 2+ years of experience in an office assistant, receptionist, administrative, customer service, or client support role preferred
• Strong verbal and written communication skills
• Strong phone skills with warmth, confidence, and professionalism
• Excellent follow-up habits and personal accountability
• Strong organization and attention to detail
• Ability to manage multiple tasks without losing accuracy
• Able to stay calm and professional with emotional, anxious, or frustrated clients
• Comfortable using office software, email, CRM systems, and digital tools
• Able to document clearly and consistently
• Able to take direction, follow systems, and work well with a team
• Immigration law experience is a plus, but not required
• Must be dependable, coachable, and committed to high standards

The Law Office of Gilda McDowell is a bilingual immigration law firm dedicated to helping immigrants and their families move forward with clarity, compassion, and confidence. We believe in serving people with honesty, professionalism, and heart. Our team is committed to delivering a strong client experience while maintaining high standards internally.

If you are bilingual, organized, and passionate about helping people while keeping operations tight and professional, we would love to hear from you.