Receptionist - Assistant

We are seeking a warm, highly articulate, and detail-oriented Phone Receptionist / Assistant to join our team.

This is not just a call-handling role. You will serve as the intake engine and scheduling ambassador for our practice. You will be responsible for managing high-volume inbound communications, conducting thoughtful client intake, screening unsolicited inquiries, and executing administrative workflows in our CRM and calendar systems.

If you are naturally empathetic, thrive in a fast-paced environment, and take pride in meticulous organization, we would love to meet you!

Compensation:

$39,000 - $42,000 yearly

Responsibilities:

Inbound Call Management & Triage

• First Impression: Answer high-volume inbound calls promptly with a warm, empathetic, and professional tone.
• Call Screening & Triage: Screen and route calls accurately based on caller needs, while politely filtering out vendor and unsolicited sales inquiries without interrupting internal staff.
• Communication Logging: Capture detailed, highly accurate CRM communication notes for all incoming calls, voicemails, and correspondence.

Client Intake & Executive Support

• Seamless Scheduling: Schedule prospect phone consultations and client meetings using automated booking tools and internal calendar systems.
• Proactive Reminders: Conduct advance confirmation calls and SMS reminders to optimize attendance and minimize no-show rates.
• Executive Coordination: Assist the executive team with calendar management, routine meeting preparations, and daily schedule optimization.

CRM & Administrative Operations

• Data Hygiene: Create new contact and matter records in our CRM, capturing key client demographics and marketing lead sources.
• Document Preparation: Prepare pre-formatted routine client correspondence, legal fee agreements, and digital document packages for e-signature.
• File Management: Ensure all client interactions, voicemails, and emails are accurately logged under the appropriate lead or client file.
• Team Collaboration: Provide general administrative support to assist colleagues and ensure smooth daily operations across the firm.

Qualifications:

• Experience: 2+ years of experience in a front desk, call center, legal intake, or executive administrative support role.
• Communication Skills: Exceptional verbal and written communication skills with a deeply empathetic demeanor when speaking with clients during sensitive planning stages.
• Tech-Savvy: High proficiency with CRM software (e.g., Zoho, Clio, Lawmatics, Salesforce, or similar), automated scheduling tools, digital e-signature platforms, and Microsoft Office / Google Workspace.
• Attention to Detail: Meticulous approach to data entry, record-keeping, and calendar scheduling.
• Discretion & Confidentiality: Understanding of legal confidentiality and strict adherence to client data privacy standards.
• Dependability: Strong punctuality and reliability, understanding that this role is central to daily firm operations.

About Company

At Entrusted Legacy Law, we help people protect their Life & their Legacy.

Our Mission

• Provide exceptional legal services with dedication and compassion
• Empower individuals to safeguard their Life and preserve their Legacy
• Communicate promptly and clearly
• Explain legal concepts in simple, direct terms
• Respect your opinions and welcome your feedback
• Care deeply about clients and their loved ones

Our Commitment

• Take time to understand your unique circumstances and goals
• Tailor legal solutions to fit your needs
• Help you navigate complex legal matters with confidence
• Support your present peace of mind and future security
• Deliver a thoughtful, client-centered experience every step of the way