Receptionist

About the role

The Receptionist is the vital first point of contact and the face of our law firm, serving as its ambassador both on the phone and in person. Bilingual fluency in English and Spanish is required, with the ability to communicate comfortably in either language based on the client’s preference. role delivers a warm, polished, and client-focused experience while upholding the posh and sophisticated image of the firm. The Receptionist manages high-volume calls, gathers initial client information, and serves as a liaison between clients and staff. Responsibilities include precise mail and document handling, scheduling and calendar management, file uploads, after-hours task coordination, general administrative support, and additional duties that have expanded in recent months. The Receptionist also publishes the daily attendance report, drafts the monthly newsletter, creates social media graphics, assists with recruitment coordination, and maintains office and kitchen inventories. Success requires strong multitasking, attention to detail, emotional intelligence, creativity, and a consistent commitment to exceptional client service.

What you'll do

Duties/Responsibilities:

• Greeting and Welcoming

• • Foster a warm and inviting atmosphere for clients and visitors, ensuring everyone feels valued and respected.

• Communication

• • Efficiently manage incoming calls, directing them to theappropriate personneland ensuring prompt,accuratemessage delivery.

• • Act as a liaison between clients and staff,maintainingclear and concise communication.

• • Receive calls from potential new clients (PNCs) and gather initial information for the Intake Department.

• • Screen calls effectively, take messages, and provideaccurateinformation to callers.

• Mail Management

• • Receive and sort incoming mail, distributing it to theappropriate recipientspromptly.

• • Scan and file documents into the correct case files with the utmost attention to detail and accuracy.

• • Handle outgoing correspondence as needed.

• • Maintain a record of incoming and outgoing mail.

• • Collaborate with internal departments to support other administrative needs, such as mail outs and client payout distribution.

• Administrative Support

• • Assistwith various administrative tasks, including scheduling appointments, managing calendars, andmaintainingoffice supplies and inventory.

• • Maintain inventory of all office supplies and kitchen coffee bar supplies.

• • Work closely with the Operations Support Manager by sending weekly reminders for kitchen food purchases and ensuring the coffee barremainsfully stocked.

• • Assign tasks to team members from the after-hoursanswering service.

• • Receive faxes and distribute them to the correct platform.

• • Maintain emails: upload received correspondence to theappropriate clientmatter.

• • Maintain both conference room calendars, reserving them for team members as needed.

• • Assistin restocking and cleaning the kitchen at the end of the day.

• • Ensure the conference room is properly set up.

• Remote Receptionist Support

• • Assistthe remote r