Receptionist

Job Description

REQUIREMENTS

1–2+ years of receptionist or front-desk experience, preferably in a law firm or professional services environment

Genuine warmth, empathy, and a natural ability to make people feel at ease on the phone

Comfortably handling a high call volume (40–50 calls/day) with professionalism and calm

Strong verbal communication and active listening skills

Ability to learn new software quickly — we use HubSpot, Filevine, Slack, Gmail, and Google Calendar

Reliable home office setup with stable internet and a quiet work environment

Availability to work full-time during Mountain Time business hours

Preferred

Bilingual in English and Spanish

Prior experience as a legal receptionist or legal administrative assistant

Familiarity with personal injury or high-volume client-facing legal environments

Experience with Filevine or HubSpot

RESPONSIBILITIES

Call Handling — Your Top Priority

• Answer all incoming calls promptly and professionally — approximately 40–50 calls per day
• Transfer calls to the appropriate attorney or staff member
• Take detailed, accurate messages when staff are unavailable and ensure delivery via Slack and/or Filevine
• Minimize use of the overflow answering service — calls should only forward when you are actively on another line
• Maintain consistent desk presence to ensure no calls are missed

Message Routing & Slack Monitoring

• Monitor the firm’s Slack channel where AI-answered overflow and after-hours messages are delivered
• Route those messages to the correct team member or save them to the appropriate case file
• Respond to internal Slack communications in a timely manner

Client & Caller Experience

• Create a warm, professional first impression for every caller — whether they are a new potential client, an existing client, opposing counsel, or a vendor
• Demonstrate genuine empathy with callers who are stressed, emotional, or in difficult situations — personal injury clients are often dealing with pain, confusion, and financial stress
• Maintain professionalism and composure at all times; de-escalate tense calls calmly
• Provide referrals when callers need services outside our practice areas, and log those calls appropriately

Scheduling & Administrative Support

• Schedule intake calls and appointments using Google Calendar
• Coordinate with attorneys and staff via Slack to confirm availability before scheduling
• Log calls and client information accurately in HubSpot (CRM) and Filevine (case management system)
• Follow firm protocols for message handling, calendar management, and case file documentation

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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