Our Law Office Receptionist plays a crucial role in the smooth functioning of our law firm. They are responsible for maintaining a positive and professional image for the law firm and a welcoming atmosphere for clients, visitors, and staff, while efficiently managing administrative tasks. This position is critical to our organization as they are the first impression, the front line, the first contact, and often, the only person that a potential client speaks to. They should possess excellent communication, organizational, and customer service skills, along with the ability to handle multiple tasks and prioritize effectively.
The primary duties of the Law Office Receptionist include:
Five-Star Experience: Greeting clients on the phone and in person with a 5-star customer service experience; communicating and working with our core values of integrity, quality, and respect in mind.
Greeting and Welcoming: The receptionist is the first point of contact for clients and visitors. They greet and welcome them in a friendly and professional manner, making them feel comfortable and valued. First impressions are everything.
Answering Phone Calls: Managing incoming phone calls is the primary responsibility of the law office receptionist. They answer phone calls, screen, and direct them appropriately to the relevant person or department within the firm. They take accurate messages and ensure prompt delivery to the intended recipient.
Managing Visitors: The receptionist receives and announces visitors, ensuring they sign in, provide necessary identification, and are directed to the appropriate meeting or waiting area. They maintain visitor logs and security procedures as required.
Scheduling Appointments: The receptionist schedules client appointments and maintains the firm's calendar. They coordinate with attorneys and staff to ensure availability and efficient use of time. They may also reschedule appointments when necessary.
Administrative Support: The receptionist provides administrative support to the law office. This includes scanning, copying, organizing, and maintaining files, documents, and records, as well as preparing and distributing correspondence, memos, and other administrative materials.
Managing Mail: The receptionist is responsible for sorting and distributing incoming mail, as well as coordinating outgoing mail and packages.
Maintaining Reception Area and Conference Room: The receptionist ensures that the reception area and conference room are always tidy and presentable. They may organize reading materials, brochures, and refreshments for clients. They also ensure that necessary forms and documents are readily available.
Communication and Coordination: The receptionist acts as a liaison between clients, visitors, attorneys, and other staff members. They relay messages and information accurately and timely, fostering effective communication within the firm.
Qualifications required:
• Fluency in Spanish.
• Strong verbal and written communication skills.
• Must have a professional demeanor and appearance and the ability to remain calm and composed, even in stressful situations.
• At least 2 years of customer service, sales, reception, or similar experience.
• Must be able to communicate effectively and professionally with clients, visitors, attorneys, and staff members.
• At least 2 years Microsoft Office 365 experience, including Word, Excel, Outlook, OneDrive, and Bookings.
• Must be able to type 65 words per minute with 98% accuracy.
• Ability to be courteous, friendly, and able to handle difficult or demanding individuals with tact and diplomacy.
• Must have strong organizational skills and the ability to work in a fast-paced environment with multiple priorities.
• Must have a valid driver license and a dedicated, insured, reliable automobile available daily.
• Must be able to be both self-directed and work as a team when needed.
• Must be able to work office hours: 8:00 a.m. - 5:00 p.m. Monday-Friday.
• Must be able to sit for long hours.
• Must be able to lift up to 50 pounds at times.
Preferred Qualifications and Skills:
• At least one year working in a law practice environment is required.
• Associate degree in business, marketing, pre-law, or paralegal studies.
• Experience with Smokeball, Client Credit, LexisNexis, multi-line phone, and Zoom.
• U.S. military veteran status.
If you like what you see and you think you have what it takes to join our team, send a cover letter and a resume to [email protected], and let us know why this is the job for you, how you fit in with our vision, and how you will make us shine even brighter.