Receptionist

As a receptionist at our busy immigration law firm, you will be the first point of contact for our clients, many of whom may be facing complex legal matters and require immediate assistance. Your primary responsibility will be managing client inquiries and appointments efficiently and professionally. This role is crucial in ensuring smooth operations and client satisfaction.

Key Responsibilities:

1. Greeting and Screening: Welcome clients and visitors to the firm in a courteous and friendly manner. Screen incoming calls and direct them to the appropriate attorney or staff member.

2. Client Inquiry Handling: Answer incoming inquiries from clients via phone, email, or in person. Provide basic information about our services, scheduling consultations, and directing inquiries to the appropriate legal staff when necessary.

3. Appointment Scheduling: Coordinate and schedule client appointments, consultations, and meetings. Use our scheduling system to efficiently manage attorney calendars, ensuring optimal use of time and resources.

4. Maintaining Reception Area: Keep the reception area tidy and organized. Ensure that all necessary materials, such as brochures, forms, and informational materials, are stocked and readily available for clients.

5. Client Follow-Up: Assist in follow-up communication with clients, confirming appointments and providing reminders as needed. Handle rescheduling requests and adjustments to appointments with professionalism and attention to detail.

6. Data Entry and Record-Keeping: Maintain accurate client records and update the firm's database with relevant client information. Ensure confidentiality and compliance with data protection regulations.

7. Assisting with Administrative Tasks: Support attorneys and legal staff with administrative tasks as needed, such as preparing documents, filing, and other office duties to facilitate efficient workflow.

8. Providing Support during Busy Periods: Be prepared to handle a high volume of inquiries and appointments during peak times. Prioritize tasks effectively to ensure that all clients receive prompt and attentive service.

9. Adapting to Changing Priorities: Flexibility is key in this fast-paced environment. Be prepared to adapt to shifting priorities and assist with additional tasks or special projects as assigned by management.

Qualifications:

• Excellent communication and interpersonal skills. Must be bilingual English and Spanish. 
• Strong organizational abilities and attention to detail.
• Proficiency in using office equipment and computer software, including MS Office and scheduling systems.
• Ability to multitask and prioritize effectively in a dynamic work environment.
• Previous experience in a customer service or administrative role, preferably in a legal setting, is desirable.