Receptionist

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.

Key Responsibilities

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

Qualifications

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