Offer summary

Qualifications:

Strong communication skills, both verbal and written., Proficient in Microsoft Office, Zoom, VOIP platforms, and SmartAdvocate., Highly organized with attention to detail and ability to work independently., Familiarity with HIPAA compliance and client confidentiality standards..

Key responsibilities:

Greet clients professionally over the phone or via video and manage appointment scheduling.

Handle incoming calls, monitor voicemails, and log communications accurately.

Prepare legal correspondence and organize digital case files for attorneys.

Support virtual meetings and ensure compliance with firm policies and procedures.

Job description

We are RecLatam and we are hiring for this role for our client, a personal injury law firm located in Seattle, Washington:

Client & Front Desk Management

Primary Responsibilities:

Client Interaction & Appointment Management

Professionally greet clients over the phone or via video with warmth and courtesy.
Facilitate virtual check-ins and manage intake documentation.
Coordinate and schedule appointments using tools like Calendly or Outlook.
Ensure exceptional client experiences through prompt, respectful, and professional communication.

Call Handling & Communication Management

Answer, route, and manage incoming calls via RingCentral or similar VOIP systems.
Monitor voicemails and shared inboxes, responding or escalating as appropriate.
Send appointment confirmations and reminders through phone, email, or text.
Log all communications accurately within SmartAdvocate.

Legal and Administrative Support

Prepare and format legal correspondence and communications.
Organize digital case files and upload them to SmartAdvocate.
Contact medical providers and insurance companies to request necessary records.
Assist attorneys with data entry, document organization, and task tracking.

Virtual Office & Workflow Support

Provide support for virtual meetings, internal trainings, and e-signature workflows.
Follow strict confidentiality, HIPAA, and data protection standards.
Comply with all firm policies and procedures.

Ideal Candidate Traits:

Communicates clearly, promptly, and professionally.
Self-motivated, reliable, and able to work independently.
Skilled in Microsoft Office, Zoom, VOIP platforms, and SmartAdvocate.
Highly organized and attentive to detail.
Friendly, respectful, and focused on client satisfaction.
Works collaboratively in a remote team environment.

Additional Expectations:

Must be available during Pacific Time (PT) business hours (schedule to be confirmed).
Requires a quiet, professional workspace and fast, reliable internet connection.
All work must follow firm protocols related to client confidentiality and HIPAA compliance.
An initial onboarding and performance review period will assess communication, task execution, and adherence to procedures.

Reporting & Performance Monitoring:

Reports directly.
Progress is tracked using SmartAdvocate and other assigned systems.
Key performance indicators (KPIs) include call response times, accuracy in task completion, thorough documentation, and quality of client interactions.

Required profile