The receptionist's job and performance are vital to the public perception of the firm. He or she is the first, and sometimes the only, contact clients and referral sources have with the firm, whether calling on the telephone or appearing in person. The receptionist must be welcoming and courteous and provide as much assistance as possible given the constraints and demands of the job. We are perceived as a professional, competent, and friendly organization whose purpose is to serve our clients. In addition, the receptionist's job is to relieve the attorney and staff from administrative and clerical work.
Qualifications
Education: Associate degree or high school diploma with 1 - 3 years of relevant experience; understanding of the basic characteristics and duties of being a receptionist in a fast paced environment.
Excellent communication and written skills. English primary language.
Excellent organizational and time management skills. Must be able to work independently with minimal supervision and direction.
Attention to detail is critically important with strong analytical skills.
Skills with computer programs required: Microsoft Outlook, Excel and Word. Lexis Nexis Mycase® preferred.
Responsibilities
Client Relations
Answer incoming telephone calls and receive clients into the office. Scan documents brought in by clients and potential clients, save to case and return originals.
Keep cases organized by establishing and organizing electronic files; monitoring calendars; meeting deadlines; documenting actions; inputting information into file database and case management software.
Mail thank you card to referral sources, and sympathy cards to families of clients.
Tracking annual renewals for estate planning clients and sending correspondence to same.
Assist Outreach Coordinator in production of educational programs for clients and families.
Staff support
Retrieve mail from post office, sort, scan, and distribute accordingly.
Manage and maintain office supply inventory.
Schedule visiting attorneys to our office and provide a folder of select information.
Make travel arrangements (hotel and air) for all staff as requested.
General
Demonstrate exceptional client communication skills, a desire to help others and be comfortable working with older people, people with disabilities, their families and other professionals.
Display high frustration tolerance with patience and kindness toward clients and staff.
Maintain the highest standard of confidentiality for the firm's clients.
Possess a professional appearance and demeanor.
Work independently.
Work a regular full-time weekly schedule from 8:30 a.m. to 5:00 pm with one hour lunch from 12:00 p.m. to 1:00 p.m. and a fifteen-minute break in the morning and afternoon.
Valid Tennessee driver's license and reliable vehicle.