Front Desk Receptionist

Responsibilities

• Greet and assist clients and visitors, providing information and directing them to the appropriate personnel.
• Answering Law Firm inbound calls by the 2nd ring and assisting or redirecting as appropriate.
• Maintain an organized and presentable front desk and reception area.
• Perform administrative duties such as data entry, filing, making copies, or printing any documentation as tasked by the legal team.
• Prepare consult books and any additional documents for Attorneys one day before meetings.
• Remind clients 3 days before their scheduled Hearing.
• Communicate with staff via emails, texts, and posted reminders for events, and any notifications needed.
• Ensure Conference Rooms are neat and ready for client meetings.
• Cover Front Desk by other team members if you must step away.
• Calendar calls include confirming, rescheduling, and canceling calls.
• Schedule appointments, manage calendars, and coordinate meetings for staff as needed.
• Replenish supplies inventory by entering weekly order requests, ensuring timely restocking.
• Prepare retainer folders with required materials in advance for Case Managers and maintain a supply on hand.
• Review and update the Family Law Grid with the last date of client update and notify attorneys of missing updates.
• Print and deliver Intake Questionnaire to Attorneys for Free Consults.
• Print and deliver a daily calendar for attorneys.
• Process, upload, and file legal mail.
• Update approved time off request forms in the Firm Calendar and send email confirmation to appropriate parties.
• Open New Client Case Files daily and on time, based on the Urgency time limit.
• Complete assigned Dockets checks and distribute accordingly.
• Ensure all case files are indexed and delivered to the attorney for the hearings 6 weeks prior to the hearing date.
• Enter all your time into the case management system before leaving the office at the end of the day.
• Support special projects, events, and other operational tasks as assigned.
• Always maintain the confidentiality of sensitive information.

Qualifications

• A high school diploma or equivalent.
• 1-2 years of experience in office administration or other related fields.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office management software.
• Excellent verbal and written communication skills.
• Strong organizational skills and diligence; ability to multitask and prioritize effectively.
• A professional demeanor and a commitment to providing exceptional customer service.
• Strong typing and computer skills.
• Prompt and dependable in task execution, and have the ability to work both independently and as part of a team.
• Pass pre-employment screening (background).
• Familiarity with scheduling tools, CRM systems, or other office management software (preferred).