Front Desk Receptionist

Spall, Rydzewski, Anderson, Lalley & Krajkovich, P.C. • Hawley, PA • 1d ago

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

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