LAW FIRM -- FRONT DESK RECEPTIONIST

JOB DESCRIPTION

A law firm front desk receptionist is responsible for managing the front desk of a law firm, primarily by greeting clients and visitors, answering phone calls, scheduling appointments, directing inquiries to the appropriate staff, managing mail and documents, and maintaining a professional and organized reception area, often acting as the first point of contact for the firm while upholding client confidentiality.

Key Responsibilities:

Client Reception:

Professionally greet clients and visitors upon arrival, directing them to the appropriate waiting area or meeting room.

Phone Management:

Answer and screen incoming calls, taking accurate messages and transferring calls to the relevant attorney or staff member.

Appointment Scheduling:

Schedule client consultations, meetings, and appointments using the firm's calendar system.

Mail and Document Handling:

Receive, sort, and distribute mail and legal documents, ensuring proper filing and organization of client files.

Administrative Tasks:

Perform basic administrative duties such as copying, scanning, faxing, and preparing legal documents as needed.

Calendar Management:

Maintain and update attorney schedules and calendars with appointments and meetings.

Client Information Management:

Update and maintain client information in the firm's database.

Billing Support:

May assist with billing processes, including collecting payments and generating invoices

Office Maintenance:

Ensure the reception area is clean, organized, and stocked with necessary supplies. Notify management of any maintenance or upkeep needed.

Required Skills:

Excellent Communication Skills:

Professional demeanor with strong verbal and written communication abilities to interact effectively with clients, attorneys, and staff.

Organizational Skills:

Ability to prioritize tasks, manage multiple responsibilities, and maintain a high level of organization.

Customer Service Focus:

Commitment to providing exceptional client service and maintaining a positive and welcoming atmosphere.

Attention to Detail:

Accuracy in handling sensitive information and legal documents.

Technical Proficiency:

Familiarity with office software such as Microsoft Office Suite, practice management systems, and multi-line phone systems.

Desired Qualifications:

Previous experience as a receptionist in a professional setting, preferably in a law firm

Ability to perform in a high-stress, high-volume environment.

Strong multi-task management skills with phones and in-person client relationships

Knowledge of basic legal terminology and procedures

Strong interpersonal skills to build rapport with clients and colleagues

Ability to maintain confidentiality regarding sensitive legal matters

Spall, Rydzewski, Anderson, Lalley & Krajkovich, P.C.

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