Intake Coordinator - Law Office Receptionist

Job Title: Intake Coordinator - Law Office Receptionist

Overview:

As an Intake Coordinator (Receptionist), you will play a vital role in providing exceptional customer service to clients while efficiently managing the intake process. You will serve as the first point of contact for individuals seeking legal assistance for elder abuse cases, ensuring their needs are met with empathy and professionalism. This position requires strong communication skills, attention to detail, and a compassionate demeanor. Bilingual in English and Spanish.

Responsibilities:

Client Intake:

• Greet clients and visitors warmly as they enter the office.
• Conduct initial screenings to determine the nature of their legal inquiry regarding elder abuse.
• Collect essential information from clients and accurately input data into the firm's case management system.
• Schedule appointments for potential clients with attorneys or intake specialists.

Communication:

• Answer incoming phone calls, emails, and inquiries promptly and courteously.
• Provide information about the firm's services and procedures to prospective clients.
• Effectively communicate with clients, attorneys, and staff members to ensure smooth intake processes.

Documentation and Record-keeping:

• Maintain accurate and organized client records and intake documentation.
• Assist in the preparation of intake packets, forms, and correspondence.
• Ensure compliance with confidentiality and data protection policies.

Administrative Support:

• Assist in general administrative tasks such as filing, copying, scanning, and faxing documents.
• Familiar with Document Management Systems and experience with digitally saving legal documents under a structured legal case management system.
• Manage office supplies and ensure reception area cleanliness.
• Collaborate with other administrative staff to support firm-wide operations as needed.

Client Relations:

• Establish and maintain positive relationships with clients, demonstrating empathy, patience, and professionalism.
• Listen attentively to clients' concerns and convey their needs to appropriate staff members.
• Uphold the firm's commitment to providing high-quality service and support to elder abuse plaintiffs.

Qualifications:

• Previous experience with multi-line phones and front desk reception work (minimum one year).
• Previous experience in a law office or the legal industry is highly preferred.
• Familiarity with legal terminology and procedures is preferred.
• Excellent communication and interpersonal skills, with a compassionate and empathetic approach.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office Suite (Excel, Word, Adobe, Outlook, Teams) and basic computer literacy.
• Ability to multitask and prioritize tasks in a fast-paced environment.
• Sensitivity to the issues faced by elder abuse victims and their families.
• Bilingual in English and Spanish

Education:

• High school diploma or equivalent required.
• Some college or an AA is preferred. Additional certification or training in office administration or customer service is advantageous.

Work Environment: This position operates in a professional office environment. Regular working hours are Monday-Friday, 8-5, and may include evenings or weekends based on firm needs.

Pay: $21- $23 DOE (Hourly, Non-exempt)