Job Description

Job Summary   :

We are seeking a bilingual (English/Spanish) detail-oriented and organized Receptionist with administrative skills to serve as the first point of contact for clients and manage daily office operations. This role offers a unique opportunity to learn and grow through hands-on experience with various administrative tasks. The ideal candidate will be professional, highly reliable, and proactive, ensuring both client satisfaction and operational efficiency.

Key Responsibilities:

1. Greeting Guests and Managing Reception Area

- Welcome clients and visitors, ensuring they feel comfortable and professional interactions are maintained.

- Schedule appointments, process intakes, and collect necessary documents for consultations or meetings.

- Maintain the cleanliness and organization of the reception and conference rooms.

2. Manage multi-line telephone efficiently.

- Answer phones promptly with a professional greeting.

- Handle inquiries, direct calls to the appropriate team members, and take detailed messages as needed.

- Schedule, reschedule, or cancel appointments using the scheduling platform and follow up with clients.

3. Scheduling and Calendar Management

- Coordinate initial consultations, follow-up appointments, and walk-ins.

- Maintain accurate and updated records in the firm’s scheduling system.

- Notify relevant team members of schedule changes or cancellations.

4. Payment Processing and Account Management

- Accept and process client payments using various methods (cash, credit, checks, online).

- Maintain accurate records of transactions.

- Provide receipts to clients and manage petty cash.

5. Document Handling and Organization

- Process incoming mail, emails, and faxes; scan and file documents in both physical and electronic formats.

- Ensure timely distribution of mail and updates to the appropriate case managers and attorney.

- Create and manage client payment files, including e-files and physical files, following firm protocols.

6. Systems and Tools Utilized:

- QuickBooks: For account and payment management. (lightly used)

- Docketwise: For case and client management, event tracking, and communication logging.

- Sign In Scheduling Platform: For appointment management.

- Microsoft Office Suite

Qualifications:

- Previous experience in administrative support or receptionist roles, preferably in a law firm or client-facing environment.

- Proficiency with computer and technology usage.

- Proficiency with office management systems, scheduling platforms, and payment processing tools.

- Excellent communication skills, both verbal and written.

- Strong organizational skills and attention to detail.

- Ability to handle sensitive information with discretion.

Work Environment: 

This position is based in a professional office setting with consistent client interaction. You will work closely with attorney, case managers, and clients, ensuring a high level of service and confidentiality.

Benefits: 

Paid time off: PTO and holiday pay eligibility after first year of full time employment.

Supplemental dental and vision insurance.

Job Type: Full-time

Pay: $15.00 - $18.00 per hour

*To be determined based on experience and is subject to increase after 60 days based on performance*

Expected hours: 40 per week

Education:

• High school or equivalent (Required)

Experience:

• Customer service: 1 year (Required)
• Microsoft Word: 2 years (Required)

Language:

Bilingual

• English and Spanish (Required)

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