Front Desk Receptionist / Client Services & Intake Coordinator

Overview

Shea Beaty Poet is seeking a dependable, professional, and organized individual to join our team in a Receptionist / Client Intake & Case Setup position.

This position serves as one of the first points of contact for our clients and plays an important role in the daily operations of our firm. We are looking for someone who is personable, detail-oriented, and capable of managing multiple responsibilities in a fast-paced legal environment. The ideal candidate will demonstrate strong communication skills, a positive attitude, a willingness to take initiative, and a team-oriented approach to supporting both clients and coworkers.

• We offer a competitive benefits package, including health insurance, a 401(k) with employer matching, and paid time off (PTO).
• Compensation is dependent on qualifications and experience.

Duties & Responsibilities

• Greet clients and visitors in a courteous and professional manner, ensuring a positive first impression of the firm.
• Answer and manage a multi-line phone system, direct calls appropriately, and take accurate, detailed messages.
• Manage prospective client inquiries, conduct new client intake, and complete initial case setup.
• Maintain professional and timely communication with clients via telephone, email, and in person.
• Manage calendars, schedule consultations and appointments, and assist with coordinating attorney and staff schedules.
• Assist with scheduling appointments and coordinating client intake procedures.
• Create, organize, and maintain electronic and physical client files while ensuring accuracy and confidentiality.
• Perform administrative tasks, including data entry, document preparation, scanning, copying, filing, and correspondence.
• Utilize Microsoft Office applications, including Word, Excel, and Outlook, to assist with daily office operations.
• Assist with payment processing, basic calculations, and maintaining accurate payment records.
• Handle incoming and outgoing mail and assist with general office correspondence.
• Maintain an organized, professional, and welcoming reception area.
• Work collaboratively with attorneys and support staff to ensure efficient office operations.
• Take initiative and willingly assist with additional tasks and responsibilities as needed to support the firm.

Qualifications & Desired Skills

• Excellent customer service and client relations skills.
• Strong verbal and written communication skills, including professional phone and email etiquette.
• Exceptional organizational skills and attention to detail.
• Ability to multitask, prioritize responsibilities, and manage time effectively.
• Proficiency in Microsoft Office Suite, particularly Word, Excel, and Outlook.
• Strong computer literacy and the ability to learn new software and office systems.
• Basic math skills and the ability to accurately process payments.
• Ability to handle confidential and sensitive information with professionalism and discretion.
• Dependable, punctual, and capable of working both independently and as part of a team.
• A proactive, team-oriented attitude with a genuine willingness to help others and assist wherever needed.
• Ability to remain professional, patient, and courteous when interacting with clients in difficult or stressful situations.

Experience

• Previous experience in a law office, receptionist position, client intake, or administrative support role is preferred but not required.

While legal experience is certainly a plus, we place equal importance on finding someone who is dependable, professional, organized, eager to learn, and willing to contribute to the overall success of the firm.

Expected hours: 35.0 – 40.0 per week

Benefits:

• 401(k) matching
• Paid time off

Work Location: In person