We are seeking a professional, organized, and service-oriented English and Arabic speaking receptionist for a full-time position. This role serves as the first point of contact for clients and supports the daily operations of a busy law office. The ideal candidate is comfortable managing a high volume of calls, communicating with clients about sensitive legal matters, coordinating schedules, and handling administrative tasks accurately and efficiently.
Key Responsibilities
- Answer and redirect a high volume of incoming calls, including multiple simultaneous lines, while responding professionally to client questions and concerns.
- Conduct initial phone screenings, gather detailed motor vehicle accident information, schedule client intakes, and coordinate follow-up appointments.
- Listen to voicemails, route messages to the correct team member, and return calls from prospective clients.
- Contact individuals who submit inquiries through the firm's website, gather relevant details, schedule appointments, or provide an appropriate attorney referral.
- Schedule in-person meetings and intakes, and coordinate timing with clients and staff.
- Welcome visitors, operate the building intercom, prepare meeting rooms, make coffee for clients, and assist clients arriving to meet with attorneys or legal assistants.
- Coordinate schedule changes and client arrivals with attorneys, legal assistants, and law clerks.
- When coverage is needed, assist with client signings of releases, fee agreements, authorizations, and disbursement documents, clearly marking signature locations.
- Scan, rename, and upload legal documents and meeting notes to the correct electronic file; return paper files to their proper location.
- Process incoming faxes: place each fax in the correct client file, and notify or assign the appropriate legal assistant or attorney.
- Mail checks when needed, following document-scanning and filing procedures.
- Evaluate non-automobile-accident inquiries for possible referrals, collect caller contact information, send referral details to the appropriate outside attorney, and maintain the referral tracking spreadsheet.
- Follow up with referred clients to document whether they retained the referred attorney.
- Sort and distribute incoming mail among the law firms in the building.
Qualifications
- Conversational proficiency in Arabic and English, with the ability to interpret accurately and respectfully in client conversations. Non-Arabic speaking persons need not apply; this is a requirement for the position.
- Strong telephone etiquette and the ability to remain organized and composed in a high-volume, client-facing environment.
- Excellent communication, listening, scheduling, and follow-up skills.
- Careful attention to detail when handling confidential records, scanning and naming documents, updating spreadsheets, and routing information.
- Sound judgment when directing legal inquiries and escalating matters to attorneys or legal assistants.
- Comfort using office software, spreadsheets, electronic client files, fax systems, email, and multi-line telephone systems.
- Prior receptionist, legal-office, customer-service, or administrative experience is preferred.
What We Value
We value reliability, discretion, empathy, teamwork, and a commitment to giving every client a professional and welcoming experience. Because this role involves confidential legal and personal information, the successful candidate must handle all communications and records with care.
Benefits
- Paid holidays
- Health insurance
- Paid time off (PTO)
How to Apply
Please submit your résumé and a brief statement describing your relevant experience, Arabic and English language proficiency, and interest in the position.