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:
Experience:
Language:
Bilingual
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