Administrative Assistant (Bilingual English/Spanish) – Customer Success & Billing Support

Administrative Assistant (Bilingual English/Spanish) – Customer Success & Billing Support Rate: $6–$8 per hour About Gillman Immigration Law Firm Gillman Immigration Law Firm is a boutique immigration law firm dedicated to providing exceptional legal representation in humanitarian immigration matters. We zealously advocate for immigrant victims of domestic violence, crime, and other vulnerable populations while assisting families through family-based immigration processes. We are a client-centered firm that approaches every case with compassion, empathy, and an unwavering commitment to achieving positive outcomes for our clients. Our work is challenging, meaningful, and highly rewarding, offering team members the opportunity to make a real difference in the lives of immigrant families and individuals. Position Overview The Administrative Assistant will support the Customer Success & Billing Manager by handling administrative, reporting, and data-tracking tasks related to client billing, onboarding, approvals, and follow-up services. This role is responsible for ensuring that manual, repetitive, and data-intensive tasks are completed accurately and efficiently, allowing the Customer Success & Billing Manager to focus on client communication, retention initiatives, and service quality improvement. Core Responsibilities Billing Support Manage monthly billing forecasts and payment-tracking reports. Create and maintain client invoices and billing profiles in MyCase. Review retainer agreements to ensure accurate payment setup. Collect and maintain automatic payment information. Monitor scheduled payments and follow up on overdue accounts. Communicate with clients via email, phone, SMS, and MyCase regarding billing matters. Review and approve payment extension requests in accordance with company policies. Apply late fees and enforce billing procedures when necessary. Escalate delinquent accounts and coordinate final payment notices. Reconcile overdue invoices and verify account balances daily. Conduct billing audits and process approved client refunds. Verify account standing before client interviews and legal representation. Collaborate with attorneys and staff to resolve billing-related issues. Maintain accurate financial records and ensure compliance with payment agreements. Update billing information using the Attorney Review Queue Report. Client Service Support Schedule onboarding meetings, consultations, and video conferences. Follow up with prospective clients to obtain signed retainer agreements. Update and maintain the Approvals Sheet. Assist with client follow-up and administrative coordination as needed. Required Skills & Qualifications Strong attention to detail and accuracy in data entry, reporting, and record management. Experience with MyCase, Lawmatics, Google Sheets, and other CRM or case-management platforms. Excellent written and verbal communication skills. Bilingual proficiency in English and Spanish is required. Ability to manage multiple priorities and meet deadlines with minimal supervision. Strong organizational and problem-solving skills. Proactive mindset with a commitment to delivering an excellent client experience.