Administrative Coordinator

Virtual Assistant / Administrative Coordinator (Bilingual English–Spanish)
Company: Lexicon Solutions Group
Location: Remote – Colombia or Latin America preferred
Schedule: Full-time or part-time (approx. 30–40 hours/week, Monday–Friday, 9 AM–6 PM CST)
Compensation: USD $250–$400 per week (depending on experience and hours)

About Us

Lexicon Solutions Group is a U.S.-based professional services company encompassing three divisions: Legal, Lending and Real Estate (HOA and property management). We are a fast-growing, tech-enabled team leveraging automation and AI to streamline operations in law, lending, and real estate management.

We are seeking a bilingual Virtual Assistant / Administrative Coordinator to serve as the virtual front office for our firms—supporting client onboarding, communications, scheduling, and administrative processes across all business lines.

Position Summary

The Virtual Assistant will log in daily to our secure U.S. office computer through TeamViewer to perform administrative, client service, and coordination tasks. **This role is ideal for an experienced assistant who thrives on organization, professionalism, and detail. You will communicate directly with clients, attorneys, lenders, and HOA members while maintaining confidentiality and professionalism at all times.

KEY RESPONSIBILITIES

Reception and Communication
• Answer and return client, vendor, and partner calls using the firm’s VoIP phone system.
• Check voicemail, transcribe messages, and route to the appropriate attorney or team member.
• Respond to general email inquiries and triage shared inboxes (Law, Lending, HOA).
• Provide bilingual English/Spanish phone and email support.
• Follow communication scripts and maintain a professional, empathetic tone.

Scheduling and Coordination
• Manage attorney and partner calendars using Outlook and Clio Manage.
• Schedule Zoom meetings and send invitations to clients and colleagues.
• Confirm attendance, send reminders, and coordinate rescheduling when needed.
• Schedule HOA board and owner meetings.

Client Onboarding and Data Management
• Send new client welcome packets and engagement agreements.
• Create client profiles in Clio Manage or CRM systems.
• Verify completion of onboarding forms and signed documents.
• Maintain an onboarding tracker for legal, lending, and HOA clients.
• Upload and organize client files, naming them according to internal conventions.

Document and File Management
• Draft and format standard correspondence and forms using firm templates.
• Proofread and prepare letters and envelopes for e-filing or mailing.
• Upload all incoming and outgoing documents to the correct matter folder.
• Maintain digital filing systems across all divisions.

Billing and Administrative Support
• Generate draft invoices and enter payments into Clio Manage or QuickBooks (non-licensed duties only).
• Send reminders for outstanding balances.
• Log vendor payments and update contact records.

HOA and Property Management Support
• Respond to owner inquiries regarding dues, maintenance, and compliance issues.
• Maintain HOA board calendars, meeting notes, and communication logs.
• Track maintenance requests and coordinate with service vendors.
• Assist with owner statement preparation and monthly financial reporting.

CRM and Reporting
• Update contact databases and client records in Clio, Outlook, and Asana.
• Track lead sources and generate weekly activity reports.
• Prepare daily email summaries of completed tasks and pending follow-ups.

Compliance and Quality Control
• Handle all data in accordance with privacy regulations (DPPA, GLBA, attorney–client privilege).
• Avoid giving legal or lending advice; escalate sensitive issues to licensed professionals.
• Maintain strict confidentiality of all client and business information.

Qualifications
• Fluent in English and Spanish (verbal and written) (preferred)
• Minimum 2 years of experience as a virtual assistant, legal assistant, or administrative coordinator. (required)
• Strong written communication and customer service skills.
• Proficient with Microsoft Office, Outlook, Zoom, and CRMs (Clio preferred).
• Excellent attention to detail, organization, and follow-through.
• High level of professionalism and discretion.
• Ability to work independently and manage time effectively.
• Stable internet connection and ability to log into TeamViewer daily.

Preferred Experience
• Familiarity with U.S. legal, mortgage, or property management processes.
• Experience using Clio Manage, QuickBooks, Asana, or similar systems.
• Prior work supporting attorneys, loan officers, or HOA property managers.

Compensation and Benefits
• Competitive pay: USD $250–$400 per week (based on schedule and experience).
• Paid training and onboarding.
• Long-term position with opportunities for advancement.
• Collaborative, respectful, and professional remote environment.

HOW TO APPLY

Please submit:
1. Your résumé (in English).
2. A brief video or voice note introducing yourself in both English and Spanish (1–2 minutes).
3. A short paragraph describing your experience working with U.S. clients or firms.