Paralegal Office Assistant Jobs in Puerto Rico (NOW HIRING)

General Description

Key Responsibilities

· Greeting visitors in a professional and courteous manner, notifying appropriate staff of arrivals.

· Answer incoming calls and direct them to the appropriate personnel or take messages as necessary.

· Redirect emails received at the reception desk to the appropriate person, such as invoices or client requests.

· Collect and distribute daily correspondence and packages from the corporate mailbox.

· Handle incoming and outgoing mail, including sorting, date stamping, and distributing correspondence, as well as coordinating deliveries with messengers, in coordination with Assistants and Paralegals.

· Ensure a smooth conference room booking system, evaluate alternatives during periods of high demand, and coordinate for set-up, refresh, and breakdown requirements.

· Ensure that the main conference rooms are suitable, orderly and clean to receive each visitor.

· After meetings, maintain cleanliness and organization, including restocking supplies as needed in all conference rooms.

· Assist with client inquiries and provide information about firm services.

· Assist clients and visitors with the available equipment and technology devices.

· Provide general administrative support, including typing, filing, and data entry, while ensuring confidentiality of sensitive information and compliance with legal regulations.

· Occasionally assist with the coordination and support of activities or administrative tasks.

This job description outlines the primary responsibilities but is not intended to be an exhaustive and comprehensive list of all duties and may be subject to change. Additional tasks may be assigned as necessary to support the firm’s goals and needs.

· High school diploma or equivalent; additional education or certification in office administration is a plus.

· Previous experience in a receptionist or administrative role, preferably in a legal environment or corporate office.

· Proficient in Microsoft Office and general office equipment, including phones, faxes, and email.

· Strong written and verbal communication skills in both Spanish and English.

· Excellent organizational skills and attention to detail, with the ability to multitask effectively in a fast-paced environment.

· High level of interpersonal skills, with poise and tact to handle clients and visitors professionally.

· Ability to maintain confidentiality and a professional demeanor.

Work Environment

The role involves a combination of desk-based tasks and occasional movement around the office and premises. In-person attendance is required, with some physical activity necessary for moving between workstations, conference rooms, and other areas within the office, as well as handling equipment essential for performing job functions.