Receptionist/Front Desk Coordinator

Overview
The Receptionist / Client Services Coordinator serves as the first point of contact for clients and visitors and plays a critical role in maintaining the firm’s professional image and operational flow. This position is responsible not only for managing incoming calls and front desk operations, but also for supporting intake accuracy, digital file organization, and administrative workflow coordination.

The ideal candidate is professional, detail-oriented, bilingual (English/Spanish), and comfortable managing multiple priorities in a fast-paced legal environment.

Essential Functions

Essential duties include, but are not limited to:

1. Front Desk & Client Experience:

Professionally answer and route incoming calls using multi-line phone system
Greet clients and visitors with professionalism and discretion
Schedule appointments and confirm consultations
Ensure lobby and reception area remain organized and client-ready
Maintain strict confidentiality at all times

2. Intake & Case Support:

Assist with digital intake entry and data verification
Collect and upload required documentation into case management system
Ensure accurate contact information and case notes are recorded
Escalate urgent matters to appropriate department leads

3. Mail & Document Coordination:

Receive, sort, and distribute mail daily
Scan and upload incoming documents to appropriate files
Prepare outgoing mail and coordinate courier services
Track certified mail and proof of service as directed

4. Administrative & Operational Support:

Maintain supply inventory and notify Office Administrator of needs
Assist with filing, copying, document preparation, and clerical tasks
Support meeting preparation and conference room coordination
Assist with internal administrative projects as assigned

Competencies/Skills

• Strong verbal and written communication skills (English/Spanish required)
• Professional demeanor and client-centered mindset
• High attention to detail and accuracy
• Ability to multitask in a deadline-driven environment
• Basic technical proficiency (Microsoft Office, email, case management systems)
• Strong organizational and follow-through skills
• Ability to take direction and follow established workflows

Work Environment

This job operates in a professional office environment, routinely using standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Demands

This is largely a sedentary role, however, some filing and clerical duties may be required. This would necessitate the ability to lift files, open filing cabinets, and bend or stand as needed.

Position Type and Expected Hours of Work

• This is a full-time position.
• Work days and hours are Monday through Friday, 8:45 a.m. to 5:15 p.m.

Required Education and Experience

• High school diploma or equivalent.
• One year of administrative experience.

Preferred Education and Experience

• Associate’s degree.
• Two years of related experience in a clerical or administrative role.

Experience working in a law firm or legal department is a plus

Job Type: Full-time

Pay: From $21.00 per hour

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person