Bilingual Receptionist/Intake Specialist

Zoecklein Law is a growing Florida law firm focused on probate, estate planning, and trust and estate litigation. We are seeking a professional, organized, and client-focused Bilingual Receptionist & Intake Specialist to serve as a first point of contact for prospective and existing clients.

Responsibilities

• Reception & Front Office
  • Answer and direct incoming calls professionally and promptly.
  • Greet clients and visitors and provide a welcoming front office experience.
  • Schedule appointments and consultations and maintain accurate calendars.
  • Maintain a clean and organized reception area, lobby, conference rooms, and common areas.
  • Assist with light office upkeep and organization.
  • Assist with scanning, filing, document collection, and general administrative tasks.
  • Support attorneys and staff with front office coordination as needed.
  • Assist with de-escalating and appropriately routing client concerns.
  • Assist with light HR-related administrative tasks, including noting employee arrivals, late arrivals, and reported absences and communicating them to management.
• Client Intake
  • Serve as a first point of contact for prospective clients by telephone, email, website inquiry, and other lead sources.
  • Gather accurate information regarding the prospective client's legal needs and enter information into the firm's intake system.
  • Conduct initial intake screening to identify the type of legal matter and determine appropriate next steps.
  • Schedule prospective clients for consultations with the appropriate attorney.
  • Explain the firm's consultation process, appointment requirements, and general next steps.
  • Conduct timely follow-up with prospective clients who have not yet scheduled or retained the firm.
  • Send consultation confirmations, intake forms, payment links, and other requested information.
  • Maintain accurate and detailed intake notes.
  • Assist with converting qualified prospective clients into scheduled consultations and new client engagements.
  • Follow firm intake scripts, procedures, and responsiveness standards.
  • Communicate professionally and compassionately with individuals dealing with probate, estate, guardianship, trust, and other sensitive legal matters.
  • Maintain strict confidentiality regarding prospective and existing client information.

Requirements

• Fluency in both English and Spanish required.
• Prior receptionist, customer service, sales, or administrative experience preferred.
• Law firm or legal intake experience preferred.
• Strong telephone and interpersonal communication skills.
• Comfortable speaking with prospective clients and conducting follow-up.
• Professional phone etiquette and client-service mindset.
• Strong organizational skills and attention to detail.
• Ability to multitask in a fast-paced office environment.
• Comfortable learning CRM, case management, telephone, and scheduling systems.
• Dependable, punctual, professional, and able to work effectively as part of a team.

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discounts
• Flexible schedule
• Free food & snacks
• Free uniforms
• Health insurance
• Paid time off

Schedule

Monday through Friday 8:30 AM to 5:00 PM