Bilingual Office Coordinator

Perfected Claims; Pasadena (CA); On-site; USD 30,000 - 39,000; Full time

Benefits offered by this job

Time Off: PTO & holidays

Medical, dental & vision coverage

401(k) retirement plan with company?t

Job summary

Perfected is seeking a Bilingual Office Coordinator for our Pasadena, CA office to serve as the front desk contact and deliver professional, client-centered support in a fast-paced environment.

You will greet clients, manage calls and emails, coordinate scheduling, and maintain accurate client records while supporting meetings, events, and daily office operations. Spanish-English bilingual proficiency and a professional demeanor are essential.

Qualifications

• High school diploma or equivalent required.
• Experience in receptionist/front desk/administrative roles.
• Bilingual in Spanish.
• Strong English and Spanish communication.
• Proficient with Google Workspace and basic apps.
• Experience in a legal setting is a plus.

Responsibilities

• Serve as the first point of contact - greet clients, visitors, and vendors professionally, and direct or escort them to the appropriate person or location.
• Manage incoming communications - answer, screen, and route phone calls, emails, and texts; respond to client inquiries and elevate questions or requests to the right team as needed.
• Coordinate scheduling - schedule, confirm, and reschedule appointments, and help coordinate clients and visitors with the appropriate team members.
• Maintain client records - collect, scan, and organize documents; keep client files and systems accurate and up to date; stay current on client communications to provide clear explanations when needed.
• Support office operations - manage inventory (tracking, ordering, stocking supplies) and maintenance requests.
• Provide administrative support - assist colleagues and departments with day-to-day administrative tasks and general office organization.
• Support and assist with meetings and events - help with logistical coordination (i.e. event space and catering) and team communications, as needed.
• Maintain professionalism and confidentiality - keep the reception area organized and welcoming, and handle sensitive client information with discretion.
• Flexibility for extended coverage - available for weekend or after-hours front-desk coverage as needed for events or office operations.

Skills

Customer service

Bilingual Spanish

Communication

Organization

Interpersonal skills

Education

High school diploma or equivalent

Tools

Google Workspace

Job description

About Perfected

With empathy at its core, Perfected serves as a bridge between individuals impacted by injury or catastrophe and the law firms that advocate for their voices. We are currently seeking a Bilingual Office Coordinator to join our Pasadena, CA office in support of the LA Fire Justice campaign.

About the Role

The Office Coordinator is the face of the LA Fire Justice office and often the first point of contact for clients, prospective clients, callers, and visitors. This role is responsible for creating a welcoming, professional, and client-centered experience while providing front-desk and administrative support in a fast-paced environment.

The ideal candidate genuinely enjoys helping people, is calm and organized when managing competing priorities, and takes ownership for ensuring clients feel heard, supported, and connected to the right resource.

If this sounds like you, and your qualifications are a good match, we look forward to hearing from you!

What You’ll Do

• Serve as the first point of contact - greet clients, visitors, and vendors professionally, and direct or escort them to the appropriate person or location.
• Manage incoming communications - answer, screen, and route phone calls, emails, and texts; respond to client inquiries and elevate questions or requests to the right team as needed.
• Coordinate scheduling - schedule, confirm, and reschedule appointments, and help coordinate clients and visitors with the appropriate team members.
• Maintain client records - collect, scan, and organize documents; keep client files and systems accurate and up to date; stay current on client communications to provide clear explanations when needed.
• Support office operations - manage inventory (tracking, ordering, stocking supplies) and maintenance requests.
• Provide administrative support - assist colleagues and departments with day-to-day administrative tasks and general office organization.
• Support and assist with meetings and events - help with logistical coordination (i.e. event space and catering) and team communications, as needed.
• Maintain professionalism and confidentiality - keep the reception area organized and welcoming, and handle sensitive client information with discretion.
• Flexibility for extended coverage - available for weekend or after-hours front-desk coverage as needed for events or office operations.

Required Qualifications

• High school diploma or equivalent required.
• Previous receptionist, front desk, administrative, or customer service experience.
• Must be bilingual in Spanish.
• Strong verbal and written communication skills in both English and Spanish.
• Proficient with Google Workspace and basic computer applications.
• Experience in a legal setting is a plus.

Skills & Abilities

• Outstanding customer service and interpersonal skills.
• Excellent organization and attention to detail, with the ability to manage multiple priorities in a fast-paced and sometimes stressful service environment.
• Strong problem-solving and decision-making abilities.
• Professional and courteous demeanor when interacting with clients, colleagues, vendors, and visitors.
• Able to act with integrity, professionalism, and confidentiality.
• Compassion and understanding for people in crisis.
• Must be available to work extended hours, including evenings and/or weekends, to meet critical deadlines when required by operational demands.
• Ability and willingness to work overtime as needed.

Physical Requirements

• Frequent need for oral, written, and auditory communication.
• Ability to sit for long periods of time.
• Prolonged periods working on a computer.
• Frequent repetitive hand and wrist motions.
• Ability to work in a fast paced and sometimes stressful services environment.

Benefits at a Glance

• Time Off: PTO (15 days, earned on an accrual basis; increases at 3rd and 5th anniversary), sick leave (10 days, earned on an accrual basis), paid holidays (14) and floating holidays (2 days).
• Health & Wellness: Comprehensive medical, dental, and vision coverage.
• Flexible Spending & Savings: FSA and HSA options to help manage healthcare costs.
• Protection & Security: Short- and long-term disability and basic life insurance.
• Future Planning: 401(k) retirement plan with a 5% company match.
• Work-Life Support: Employee Assistance Program (EAP) through SupportLinc to provide confidential counseling and other wellbeing resources.

Pay Range

Pay Range: $22.00 - $28.00 per hour, depending on experience.

This position description should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions, and perform any other related duties as may be required. Strategic Campaign Sourcing LLC has the right to revise this position description at any time.

Strategic Campaign Sourcing LLC is an equal opportunity employer.

If you need an accommodation during the application process due to a disability, you may call us at 340-423-7199 and ask for Human Resources; however, please note that we only accept accommodation requests at this number. We do not accept applications or application status requests by phone.