Administrative Assistant – Immigration Law Firm

?? Location: [50 Cragwood Road, South Plainfield, NJ 07080]
?? Law Office of Thomas V. Allen, PLLC
? Full-Time | In-Office Position

Position Overview

The Law Office of Thomas V. Allen, PLLC is seeking a detail-oriented and highly organized Administrative Assistant to support attorneys and paralegals in a fast-paced immigration law practice. The ideal candidate will be professional, dependable, and capable of managing multiple administrative and case-related tasks efficiently.

This role requires strong organizational skills, excellent communication abilities, and comfort working with case management systems and legal documentation.

Key Responsibilities

?? Front Office & Administrative Support

• Answer and direct incoming phone calls professionally

• Respond to client inquiries and route messages appropriately

• Greet clients and visitors in a courteous and professional manner

• Schedule appointments and maintain attorney calendars

• Maintain office supplies and assist with general office organization

?? File Management & Documentation

• Create and organize physical and digital client files

• Print, copy, scan, and assemble legal documents

• Maintain accurate and organized filing systems

• Prepare mailing packages and coordinate courier services

• Ensure confidential handling of sensitive documents

?? Case Management & Data Entry

• Enter new cases into case management software

• Update case status and track deadlines

• Maintain accurate client information in internal systems

• Upload and organize supporting documentation

?? Support to Attorneys & Paralegals

• Assist in preparing immigration forms and supporting documents

• Draft basic correspondence under supervision

• Prepare document packets for filing with USCIS and other agencies

• Assist with assembling petitions and applications

• Conduct basic administrative follow-ups on pending matters

?? Basic Immigration Support Tasks

• Collect and organize client documents

• Prepare cover sheets and indexing for filings

• Monitor receipt notices and maintain case tracking spreadsheets

• Assist with document requests and checklist preparation

Qualifications

• Associate’s or Bachelor’s degree preferred

• Prior administrative or office experience required (law firm experience preferred)

• Strong computer skills (Microsoft Office, PDF tools, case management systems)

• Excellent organizational and multitasking abilities

• Strong written and verbal communication skills

• Ability to handle confidential information with discretion

• Detail-oriented and deadline-driven

Preferred Skills

• Experience in immigration law (H-1B, I-140, I-485, PERM, etc.)

• Familiarity with USCIS forms and procedures

• Experience using legal case management software

• Bilingual skills (if applicable, specify language)

Compensation & Benefits

• Competitive salary based on experience

• Paid time off

• Growth opportunity within expanding law firm

• Professional development opportunities