Legal Receptionist Job at Law Office of Ilia Garrity Lopez, PLLC in Orlando

Role Description

We are seeking a proactive and detail-oriented bilingual Legal Receptionist to support our busy law office. The ideal candidate will manage communication and administrative tasks, assist with legal research, and ensure the smooth operation of daily office functions. You will be scheduling appointments, maintaining client files, and liaising with clients. You will also provide essential administrative support to attorneys and staff. Strong organization and communication skills are essential. Experience in a legal environment is preferred.

Qualifications

• Bilingual in English and Spanish – Required
• Knowledge of Immigration Law
• Experience in Legal Document Preparation
• Ability to assist clients with general information about legal processes.
• Previous experience in the legal field
• Strong organizational skills, with attention to detail and the ability to multitask
• Must be a self-starter, show initiative, and work independently
• Punctual, resourceful, proactive, and possess a positive, can-do attitude
• Deadline- and detail-oriented
• Excellent written and verbal communication skills
• Proficiency in office management and legal software
• High school diploma or equivalent; additional legal education, training, or certification is a plus

Responsibilities: (subject to change according to business needs)

• Client communication: Professionally handling incoming phone calls and emails, directing inquiries to the appropriate legal staff through the client software and email, and providing general information about services to potential clients.
• Scheduling and calendar management: Coordinate and manage consultations and meetings, coordinating consultation payments and ensuring calendars are accurate and up to date. Sending out intake forms prior to consultations and following up to ensure all information and documents needed are received prior to the consultation. Managing the firm’s calendar, adding and updating with court calendar, interviews, and appointments with respective government agencies. Calendaring and managing deadlines and tasks in firm’s calendar.
• Document management: Assist in requesting documents and information from clients, organizing, filing, and managing digital documents using cloud-based legal software, ensuring confidentiality and security of all files. Sending correspondence to clients, including,
• Client leads: Responsible for keeping a detailed record of client leads, ensuring accurate follow-up communication to support client engagement and retention.
• Client support: Provide remote assistance to clients, answering inquiries, sending documents or forms for review, providing follow-up status through email and phone calls, and offering guidance on legal processes, when appropriate.
• Office coordination: Ensure that the virtual office operations run smoothly by maintaining regular communication with legal staff and clients, ensuring everyone is informed and connected. Properly documenting all communication with clients and office staff in the client software.
• Administrative support: Provide remote assistance to the attorneys and staff, including sending contracts, follow up emails, payment options, and documenting appropriately. Send follow-up emails after consultations to ensure clients are aware of the processes to be offered. Managing, organizing and answering emails for the owner attorney.
• Case File Management: Opening the cloud-based case file in the appropriate software, adding client profile data to the case management software, sending questionnaires. Verifying pending cases with court and appropriate government entities.
• Maintaining confidentiality: Ensure that all client information and case-related materials are handled discreetly and securely.

Benefits:

• Competitive salary based on experience.
• Paid time off and holidays.
• Professional development opportunities.
• A positive and supportive work environment.