Front Desk Receptionist

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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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:

• High school or equivalent (Required)

Experience:

• Customer service: 1 year (Required)
• Microsoft Word: 2 years (Required)

Language:

Bilingual

• English and Spanish (Required)