Bilingual Virtual Receptionist & Administrative Assistant

Bilingual Virtual Receptionist & Administrative Assistant Independent Contractor – Bilingual Virtual Receptionist & Administrative Assistant/Business Support VA/Entry-Junior Level (Remote).20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia. A Jacksonville, Florida-based document preparation and notary services business is seeking a part-time Bilingual Virtual Receptionist & Administrative Assistant to handle incoming calls, client intake, appointment coordination, document follow-up, and recurring administrative support. The company primarily serves Spanish-speaking clients seeking assistance with immigration, family-related documentation, notary services, and other administrative matters. Some clients may be experiencing emotionally difficult circumstances, making patience, compassion, and strong interpersonal communication particularly important. The ideal candidate will be a native Spanish speaker with strong English communication skills, previous customer service or receptionist experience, excellent organization, and the ability to handle sensitive conversations professionally and empathetically. The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor. Bilingual Reception & Client Communication Answer incoming calls in English and Spanish through Nextiva Greet callers warmly and identify the purpose of their inquiries Provide general service information using approved guidelines Gather basic client information and identify appropriate next steps Screen unsolicited calls and route important inquiries appropriately Transfer complex or sensitive matters to the business owner or designated staff Client Intake & Appointment Coordination Collect contact information, referral sources, and initial service requests Maintain accurate prospective client and intake records Schedule consultations and coordinate appointments as needed Provide approved pricing information for services with established rates Direct inquiries requiring individual pricing or detailed explanations to the business owner Coordinate routine client follow-ups and appointment-related communications Document & Administrative Support Maintain organized client files, records, and task information in AsanaFollow up with clients regarding missing documents and outstanding requirements Save and organize client-submitted documents in designated files Update client records and track pending administrative items Follow up on outstanding payments using approved procedures Coordinate with internal staff regarding incomplete files and client needs Sensitive Client Communication Communicate patiently and compassionately with clients experiencing stressful personal circumstances Listen carefully and respond with professionalism, empathy, and discretion Remain calm when assisting distressed or emotional callers Recognize urgent or sensitive situations and follow established escalation procedures Maintain strict confidentiality of client information and personal circumstances Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing. The Contractor must demonstrate proficiency in the following, depending on the Client's requirements: Native Spanish fluency and strong spoken and written English required Previous receptionist, customer service, or client-facing administrative experience required Excellent interpersonal communication and active listening skills required Ability to handle sensitive conversations with empathy and professionalism required Strong organizational and data-entry skills required Experience with scheduling, client intake, and document management strongly preferred Asana or comparable task management experience preferred Nextiva or similar VoIP experience preferred Immigration, legal document preparation, or notary services experience is a plus Ability to maintain client confidentiality required