Legal Receptionist

A Legal Receptionist provides first-line administrative support in a law firm or legal department. This role combines professional client‑facing service with efficient administrative tasks to ensure smooth daily operations, accurate record‑keeping, and a welcoming, professional environment for clients, attorneys, and staff. Key Responsibilities Greet clients and visitors in a courteous, professional manner; assess their needs and direct them to the appropriate attorney or staff member. Answer, screen, and route incoming phone calls; manage voicemail and paging system. Schedule, coordinate, and reschedule client appointments and meetings; maintain attorney calendars. Manage reception area, including waiting area cleanliness and organization. Perform basic administrative tasks: filing, copying, scanning, faxing, and document management. Maintain secure handling of confidential information and client files in compliance with firm policies and applicable laws (e.g., GDPR, HIPAA where relevant). Prepare and process legal documents, briefs, and correspondence as directed; assist with proofreading for accuracy and formatting. Track and manage incoming and outgoing mail, courier services, and deliveries. Assist with client onboarding tasks, such as collecting required information and maintaining engagement checklists. Coordinate conference room bookings and videoconferencing equipment setup. Manage office supplies and equipment maintenance; liaise with vendors as needed. Support basic billing and time‑keeping processes, such as logging client contact details and matter numbers for reference (without handling confidential billing data unless authorized). Ensure compliance with firm policies, security protocols, and emergency procedures. Assist with special projects and events as needed (e.g., attorney seminars, client appreciation events). Qualifications Education & Experience High school diploma or equivalent; Associate degree or secretarial/administrative certification preferred. 1–3 years of experience in a professional services environment, ideally in a law firm or legal department. Familiarity with legal terminology and basic office software. Excellent verbal and written communication skills; professional phone etiquette. Strong interpersonal skills with a customer‑service oriented mindset. Proficient in Microsoft Office (Outlook, Word, Excel) and basic office equipment; experience with legal practice management software or document management systems is a plus. Exceptional organizational and multitasking abilities; ability to prioritize and manage multiple tasks with attention to detail. Strong problem‑solving abilities and the capacity to work under pressure. Discretion and adherence to confidentiality policies; understanding of professional conduct and ethics. Personal Attributes Polished, courteous, and professional demeanor. Reliability, punctuality, and a proactive approach. Team player with a collaborative attitude and the ability to work independently when needed. Adaptability to a fast‑paced legal environment and changing priorities. Typical hours: full‑time, 40 hours per week. Some firms require flexibility for early mornings, evenings, or Saturday coverage on a rotating basis. On‑site role in an office setting; some remote or hybrid duties may be limited to administrative tasks if applicable. Fast‑paced, professional environment with exposure to confidential information. Performance Metrics Client satisfaction and professionalism in greeting and handling inquiries. Accuracy and timeliness of calendar management and appointment coordination. Efficiency in handling administrative tasks (filing, scanning, mail, deliveries). Adherence to privacy and confidentiality guidelines. Attendance, punctuality, and reliability. #J-18808-Ljbffr