Bilingual Office Coordinator - Orlando at Zoecklein Law… · Orlando

Summary: Zoecklein Law P.A. is a Florida law firm focused on probate, estate planning, guardianship, trust and estate litigation, and real estate matters. The Bilingual Office Coordinator manages daily Orlando office operations, provides reception and client service, supports new client intake, and assists attorneys and paralegals with administrative tasks.

Responsibilities:
- Oversee the daily organization and readiness of the Orlando office
- Open and prepare the office for the business day
- Maintain a professional, clean, organized, and client-ready reception area, conference rooms, and common areas
- Monitor and order office supplies and other necessary materials
- Receive, sort, scan, and distribute incoming mail and deliveries
- Prepare outgoing mail and packages
- Coordinate with vendors, maintenance providers, and building management when necessary
- Assist with office equipment, technology, and facility-related issues by coordinating with the appropriate vendor or firm contact
- Maintain office files, records, and administrative systems
- Assist with scheduling meetings, appointments, and conference rooms
- Help coordinate office lunches, meetings, events, and other firm activities
- Serve as the primary in-person point of contact for the Orlando office
- Professionally greet clients, prospective clients, vendors, and visitors
- Answer and appropriately route incoming telephone calls
- Assist clients with scheduling and general administrative questions
- Prepare conference rooms for client meetings and consultations
- Maintain a professional and welcoming client experience
- Answer calls from prospective clients and gather preliminary information
- Conduct basic prescreening according to firm procedures
- Enter and maintain prospective-client information in the firm's intake system
- Schedule attorney consultations
- Send consultation confirmations, intake forms, payment links, and other required information
- Follow up with prospective clients regarding consultations and outstanding information
- Assist the Intake Team with lead follow-up and administrative intake tasks
- Properly route legal questions to attorneys and avoid providing legal advice
- Provide general administrative support to attorneys and paralegals working from the Orlando office
- Assist with scanning, copying, printing, mailing, and document organization
- Help obtain routine documents, records, or information as directed
- Assist with client scheduling and administrative follow-up
- Coordinate signatures and notarizations when applicable
- Help ensure documents and correspondence are properly routed to the appropriate team member
- Perform other administrative tasks necessary to keep matters moving efficiently

Required Qualifications:
- Strong written and verbal communication skills
- Strong computer and organizational skills

Preferred Qualifications:
- Prior administrative, receptionist, office coordinator, legal assistant, or customer-service experience preferred
- Law firm or professional-services experience preferred but not required
- Experience with Microsoft Office and cloud-based business systems preferred
- Bilingual English/Spanish is a plus
- Notary Public certification is a plus or willingness to become a notary

Required Skills: Microsoft Office, Cloud-based business systems, Notary Public Certification, Legal Client Intake, English/Spanish Bilingualism

Benefits: Free Telehealth, EPA, 401(k), 401(k) matching, Dental insurance, Health insurance, Paid time off