Client Relations Specialist / Legal Receptionist

Position Overview:

HHPC is seeking a polished, articulate, and highly organized Client Relations Specialist (“CRS”) / Legal Receptionist to anchor our front office. HHPC shares office space with Noone Law, LLC and this role serves both firms with a present workforce of 5 attorneys and 7 support team members. The CRS will report to the Client Resource Professional and Chief Firm Counsel. The CRS does not supervise any team members.

Whether a seasoned administrative expert, or a current/future law student, this position offers an exceptional opportunity in an impactful legal field with distinct possibility for internal and external advancement.

Key Responsibilities:

• First Impressions: Greet clients in person, process high-volume written, telephonic, and electronic inquiries with a supportive, patient demeanor. Maintain an accessible, clean, and welcoming reception area for a demographic that expects a high level of attentive care.
• Client & Inquiry Sourcing; Calendaring & Communication Management: Act as the first touchpoint for persons seeking legal services. Coordinate, schedule, and protect calendars for multiple team members, ensuring smooth booking for client consultations, hearings, and reviews. Facilitate firm-wide incoming/outgoing mail (traditional and electronic) digital email correspondence, sort physical mail, and distribute files accurately.
• File & Document Repository Organization: Maintain, audit, and systematically organize both physical paper file structures and digital records ensuring confidentiality, diligent organization, and efficiency.

Qualifications:

• Technical Proficiency: Intermediate to advanced computer skills, including strong Microsoft Office (Word, Outlook, Excel) and shared digital scheduling platform skills are required. Past experience with a client resource management platform, such as Smokeball, is highly desirable.
• Communication Excellence: Utilization of exceptional verbal and written communication skills to build rapport with seniors and families, paired with professional discretion to maintain strict legal and ethical boundaries. Understands that deferring to the right practitioner for an accurate answer is vastly superior to providing an immediate unverified response.
• Compassionate Multitasking: Ability to manage busy phone lines and administrative tasks simultaneously without losing attention to detail or diminishing professional service.

Firm Overview / Culture:

For over 65 years, our family-owned firm has provided a principled history of compassionate legal service across the greater Indianapolis area with legal practitioners focusing on issues within Elder Law, Long-Term Care, and Estate & Trust Planning and Administration. Our clientele primarily consists of seniors, adult children, fiduciaries, and individuals navigating complex life transitions requiring empathy, emotional intelligence, careful listening, and absolute professionalism.

Firm Mission & Accessibility Statements are available online at: https://hhelderlaw.com/about/

Benefits & Perks

• Remuneration: The position is hourly with an anticipated rate of $18-$22/hr. The pay-rate will be determined in the interview process based upon experience. A performance review will be held within the first 90 /- days of employment and every 12-18 months thereafter, or as requested. We direct deposit earnings weekly on Fridays.
• Healthcare: Group insurance for health, vision, and dental is available for team members working 30 hour/week the first month following their 60 day onboarding. HHPC pays 80% of an employee’s health insurance premium. Spouse and dependent coverage is available. HHPC health insurance allows the use of a Health Savings Account (“HSA”). Pre-tax deductions from weekly pay may be directed to the team member’s HSA.
• Retirement: 401(k) plan enrollment options are available after 1 year of employment.
• Paid Time Off: Paid holiday leave for major holidays, alongside a competitive PTO package scaled to your experience level and team seniority.
• Office Conveniences: Our firm offers a fully accessible modern facility providing free, private, and monitored parking on-site. We maintain a well-stocked break room and frequently sponsor team building and engagement opportunities.
• Career Pathing: Clear, milestone-based opportunities for long-term career advancement based on demonstrated skill, reliability, and firm growth.

Hiring Process:

HHPC intends to locate an ideal candidate and fill this position as soon as possible. We anticipate the hiring process will require less than 2 weeks after a candidate’s initial application is received. We request candidates have flexibility to begin work within 3-4 weeks or less after an in-person interview.

To request a formal application and/or further information, please submit a cover letter and your resume to the attention of “HHPC Hiring Team” via e-mail to Hiring@hhelderlaw.com with an e-mail Subject Line of:

“Reception App. Req. – YOUR NAME”

· Applications will be transmitted as an e-mail attachment for your review, completion, and return by mail, e-mail, FAX, or delivery.

· Applications are typically reviewed 1-2x per week. Applicants may expect a response 3-5 business days after their application’s submission.

· Favorable applicants will be contacted for a brief (< 15 min. phone interview). Thereafter, select applicants will be scheduled for a 25 - 45 min. in-person interview at HHPC with the firm’s chief counsel and other team members. This meeting affords the applicant an opportunity to tour the facility.

· At the conclusion of an in-person interview, the applicant can expect to receive detailed information as to the firm’s processing of a requisite background check through an independent 3rd party, along with the next steps for hiring / onboarding.

Thank You.

Pay: $18.00 - $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Health savings account
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person

Salary : $18 - $22