Law Office Receptionist
The Maddox Law Firm, LLC
New Canaan, CT US
Posted ago
The Maddox Law Firm, LLC

We are seeking a Bilingual (Spanish-speaking) Law Office Receptionist - Signing Bonus for the right candidate available!

Overview:

Our receptionist is the manager of our firms’ reception area and calendars. The successful person will be responsible for building relationships with our former, current, and potential new clients by phone and in person. This position also supports our legal teams by calling clients to provide case updates, scheduling and keeping track of appointments and events, and obtaining important documents.

Maddox Law Firm Expectations:

  • Employees will always be courteous and patient, without exception
  • Employees will always cooperate and collaborate with everyone who works for the Firms
  • Employees will follow Firm policies and procedures
  • Employees will be accurate and honest at all times in their work and when answering questions
  • Employees will take personal responsibility and will focus on problem-solving, not blaming others

Responsibilities

Client/Visitor Focused Tasks

  • Create a positive, impactful, professional first impression on behalf of the firm by phone, in person, and by email
  • Answer incoming calls
  • Direct incoming calls as appropriate
  • Provide information to incoming callers as appropriate
  • Interact with the courts and administrative agencies regarding hearings, motions, and other appearances

Administrative Tasks

  • Schedule client and third-party calls and meetings
  • Maintain attorneys’ calendars and the Firm Master Calendar, ensuring calendars are accurate, organized, and synchronized
  • Retrieve answering service messages and emails and ensure that they receive a prompt reply. Return calls if needed
  • Receive mail, deliveries, and packages
  • Direct all mail and deliveries to the proper person
  • Stamp the date received on all incoming mail and dispose of junk mail
  • File documents in appropriate client files and sub-files
  • Organize documents in both paper and electronic files and maintain them per procedures
  • Perform other general office duties as requested
  • Make copies/ scan documents
  • Prepare and send legal correspondence as directed by attorneys
  • Take notes during new client intake meetings
  • Set up new client files
  • Assist with documenting policies and procedures for your areas of responsibility

Qualifications

  • You smile when you answer the phone
  • You have great organization skills and can think on your feet
  • You are creative, have integrity, and a sense of humor
  • You love being an ambassador for a mission and team that deliver meaningful results to others and support your ethics and philosophies
  • You are proficient with calendar programs, Microsoft Office, and contact management software
  • You love creating and following procedures and systems because they make your job easier
  • You can communicate with prospects and contacts with a sincere and warm smile, even on your "bad days"
  • You have strong grammar and proofreading capabilities
  • The candidate we seek should be able to demonstrate good judgment, have the ability to prioritize your activities with minimal supervision to meet deadlines, and coordinate cheerfully with your fellow team members to get the job done
  • You should have an above-average ability to learn and adapt as our businesses grow. In fact, we'd love to find someone who can see the big picture and then make recommendations for all the nitty-gritty details to make things better instead of waiting around for instructions
  • We are looking for a long-term relationship with the right candidate


Education and Experience:

  • Associate's Degree
  • Prior office experience and experience with business phone systems and office computer systems and software
  • Ability to speak and write fluent Spanish is required

Compensation
$16 - $18 hourly
About The Maddox Law Firm, LLC

The Maddox Law Firm and The Connecticut Auto Accident Law Group focus independently on criminal defense and serious personal injury but operate under the same ownership. The people we hire will bring a high level of energy, enthusiasm, and a can-do attitude to work every day. Our mission is to provide powerful and relentless advocacy in Fairfield County and throughout the State of Connecticut.

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