Bilingual Administrative Assistant

Musca Law Firm; Cape Coral (FL); On-site; USD 38,000 - 52,000; Full time

Job summary

Musca Law Firm seeks a detail‑oriented intake coordinator to assist prospective clients through the intake process in a bilingual environment. You will conduct initial interviews in English and Spanish, gather client information, and coordinate consultations with attorneys and staff.

Responsibilities include data entry, records management, scheduling, and maintaining organized files while upholding confidentiality and professional standards in all client interactions.

Qualifications

• Fluency in English and Spanish, written and spoken.
• Experience in legal intake, client screening, or customer service in a legal setting preferred.
• Strong data entry skills and attention to detail.
• Proficiency with MS Office and basic CRM or case management software.

Responsibilities

• Answer incoming phone calls and assist prospective clients with intake.
• Conduct initial intake interviews in English and Spanish.
• Gather and document client information accurately for files.
• Schedule consultations and coordinate with attorneys and staff.
• Follow up with clients regarding consultations and next steps.
• Maintain confidentiality and professionalism in all communications.

Skills

Bilingual English/Spanish

Data entry

MS Office

CRM software

Phone etiquette

Organizational skills

Communication (written)

Education

High school diploma or equivalent

Legal office experience

Tools

Microsoft Outlook

Word

Excel

Job description

• Answer incoming phone calls, respond to inquiries, and assist prospective clients with the intake process.
• Conduct initial client intake interviews in both English and Spanish.
• Gather and accurately document client information, including personal details, case-related information, and relevant background.
• Schedule consultations and coordinate appointments with attorneys and legal staff.
• Follow up with prospective clients regarding consultations, requested information, and next steps.
• Communicate with clients in a professional, courteous, and empathetic manner, particularly when dealing with sensitive or stressful situations.
• Route urgent inquiries and potential emergencies to the appropriate attorney or staff member.

Data Entry & Records Management

• Enter, update, and maintain accurate client information in the firm's case management system and databases.
• Review records for accuracy, completeness, and consistency.
• Organize, scan, upload, and maintain electronic and physical files.
• Track client inquiries, intake forms, consultation appointments, and follow-up activities.
• Assist with preparing basic administrative documents and maintaining organized records.

Administrative Support

• Provide general administrative support to attorneys and legal staff.
• Manage incoming and outgoing correspondence, emails, and documents.
• Assist with scheduling, calendar management, and appointment confirmations.
• Maintain an organized office environment and help ensure daily operations run smoothly.
• Perform other administrative duties as needed.

Confidentiality & Professionalism

• Handle sensitive client information with discretion and maintain strict confidentiality.
• Follow firm procedures for protecting client information and documenting communications.
• Recognize the importance of professional boundaries and refer legal questions to the appropriate attorney.

Qualifications

• Previous experience in a law firm or legal office is strongly preferred.
• Prior experience with legal intake, client screening, or customer service in a legal setting is highly desirable.
• Fluency in both English and Spanish, with the ability to communicate effectively in writing and verbally in both languages.
• Strong data entry skills and exceptional attention to detail.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Experience with legal case management software is a plus.
• Excellent organizational, multitasking, and time-management skills.
• Strong telephone etiquette and professional written communication skills.
• Ability to handle sensitive information with discretion and professionalism.
• Ability to work independently while contributing to a collaborative team environment.
• Reliable, punctual, proactive, and willing to learn.

Preferred Experience

• Familiarity with legal intake procedures and client consultation scheduling.
• Experience working with Spanish-speaking clients.
• Knowledge of legal terminology and the importance of accurate client documentation.
• Experience using legal practice management or customer relationship management (CRM) software.