About the Role
We are looking for a polished, highly organized, and bilingual (English/Spanish) Receptionist to be the voice and first impression of our client's personal injury law firm. In this role, you will manage all front-facing communications --- calls, emails, and messages --- while supporting the legal team with a wide range of administrative tasks that keep daily operations running smoothly.
This is a fully remote, full-time position perfect for someone who is calm under pressure, genuinely enjoys helping people, and can juggle multiple tasks simultaneously without missing a beat. Experience in a law firm environment is a strong plus and will set you apart.
Hauptverantwortlichkeiten
Front Desk \& Communications
- Answer and direct a high volume of inbound calls in both English and Spanish with professionalism, warmth, and efficiency
- Greet and assist clients, prospective clients, and visitors (virtual or in-person as applicable) with a positive and helpful attitude
- Respond to emails, voicemails, and messages promptly and route them to the appropriate team member
- Take accurate and detailed messages and ensure timely delivery to attorneys, paralegals, or case managers
- Handle client inquiries with empathy and discretion, providing general information about the firm without giving legal advice
- Make outbound calls to clients, medical providers, insurance companies, and other parties as directed
Scheduling \& Calendar Management
- Schedule, confirm, and reschedule appointments, consultations, depositions, and meetings for attorneys and staff
- Maintain and update attorney and team calendars in real time
- Send appointment reminders to clients and follow up on no-shows or cancellations
- Coordinate conference calls and virtual meetings, including sending links and ensuring all parties are confirmed
Administrative Support
- Perform accurate and timely data entry into the case management system
- Prepare, send, and track routine correspondence and documents as directed by the legal team
- Assist with organizing and maintaining digital client files and records
- Process incoming and outgoing mail, faxes, and documents
- Support attorneys, paralegals, and case managers with administrative tasks as needed
- Assist with printing, scanning, copying, and filing documents in an organized manner
Client Experience
- Serve as a warm and reassuring point of contact for clients who may be going through a stressful and difficult time
- Follow up with clients on outstanding documents, signatures, or information requests
- Escalate client concerns or urgent matters to the appropriate team member quickly and professionally
- Maintain a consistently positive, patient, and professional tone in every interaction
Multitasking \& Office Coordination
- Manage multiple simultaneous tasks --- phone calls, scheduling, data entry, and correspondence --- without losing accuracy or composure
- Prioritize tasks effectively in a fast-paced, high-volume environment
- Anticipate the needs of the team and take initiative to keep daily operations on track
- Maintain organized systems for tracking tasks, messages, and follow-ups throughout the day
Qualifikationen
Required
- Fully bilingual in English and Spanish --- written and verbal (required, non-negotiable)
- Minimum 1--2 years of experience in a receptionist, administrative, or front desk role
- Exceptional multitasking ability --- comfortable managing phones, scheduling, and data entry simultaneously
- Strong organizational skills with meticulous attention to detail
- Excellent verbal and written communication skills in both languages
- Professional, friendly, and composed demeanor --- especially when handling difficult or emotional callers
- Proficiency with Microsoft Office / Google Suite and video conferencing tools (Zoom, Google Meet, etc.)
- Reliable internet connection and a quiet, distraction-free remote workspace
- Self-motivated and able to manage time effectively without close supervision
Preferred
- Experience working in a personal injury or general law firm (strong plus)
- Familiarity with legal terminology, case management software, and legal office procedures
- Experience with e-signature platforms (DocuSign, Adobe Sign, or similar)
- Experience handling high call volumes in a customer-facing or client services role
- Comfortable working across multiple time zones if required
Key Competencies
- Bilingual Communication --- Switches seamlessly between English and Spanish in every interaction without losing professionalism or warmth
- Multitasking --- Handles competing priorities simultaneously and keeps everything organized and moving
- Composure --- Stays calm, focused, and courteous even during high-volume or high-stress moments
- Attention to Detail --- Takes accurate messages, enters data correctly, and never lets details slip through the cracks
- Client Empathy --- Treats every caller with patience and care, understanding they may be going through a difficult experience
- Reliability --- Shows up consistently, follows through on every task, and is someone the team can count on
- Professionalism --- Represents the firm with integrity and a polished, positive attitude in every interaction
What We Offer
- Fully remote, full-time position with a consistent schedule
- Competitive compensation based on experience
- Welcoming, team-oriented work environment with clear expectations
- Opportunity to grow into expanded administrative or legal support roles
