ReceptionistLegal Administrative Assistant Job at MOOREHEAD LEGAL LLC in Pikesvi

Benefits

• 401(k)
• Bonus based on performance
• Competitive salary
• Opportunity for advancement
• Paid time off

The Opportunity

This is a critical dual-role position demanding exceptional multitasking abilities, professionalism, and a calm demeanor under pressure. You will be the first point of contact for our clients – many of whom are experiencing stressful and difficult times – while also providing essential administrative support to ensure the smooth daily operation of our high-volume practice. Efficiency, accuracy, and empathy are paramount.

Key Responsibilities

• Reception (Primary Focus – Client‑Facing)
  • Professionally and compassionately greet all visitors and clients in person, creating a welcoming and supportive atmosphere.
  • Answer a multi‑line phone system promptly and courteously, screening and directing calls to the appropriate staff members and taking detailed messages with accuracy.
  • Handle sensitive client inquiries with empathy, patience, and discretion, provide basic information, and direct concerns appropriately.
  • Manage client sign‑ins and notify staff of arrivals.
  • Assist with initial client intake procedures, gather basic information, and ensure intake forms are completed.
  • Schedule conference room bookings and assist with scheduling client appointments as needed.
  • Receive, sort, and distribute incoming mail, packages, and deliveries; prepare outgoing mail and coordinate courier services.
  • Maintain a clean, organized, and professional reception area.
• Administrative Support
  • Scan, photocopy, fax, and file documents (both physical and electronic) accurately and efficiently using our case management system.
  • Input client information, case updates, and other data into the firm’s case management and billing systems with a high degree of accuracy and speed.
  • Assist paralegals and case managers with requesting, tracking, and organizing medical records and bills.
  • Draft, proofread, and send standard letters, emails, and other communications as directed.
  • Assist with preparing settlement packets, disbursement sheets, and client check processing under supervision.
  • Monitor and maintain inventory of office supplies; place orders as needed.
  • Provide backup support to paralegals, legal assistants, and attorneys with tasks such as transcription, organizing files, preparing binders, and other administrative duties as assigned.
  • Assist with managing attorney calendars as needed.

Required Qualifications

• High School Diploma or equivalent (Associate’s degree or relevant certification preferred).
• Minimum 2+ years of proven experience in a fast‑paced receptionist and/or administrative assistant role. Experience in a high‑volume law firm, medical office, or insurance setting is highly preferred.
• Exceptional phone etiquette and communication skills (verbal & written), with the ability to interact professionally and empathetically with distressed clients.
• Outstanding organizational skills and meticulous attention to detail.
• Superior multitasking and time‑management abilities; thrives in a demanding, deadline‑driven environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Experience with legal case management software (Clio, Needles, FileVine, etc.) is a significant plus.
• Ability to handle sensitive and confidential information with the utmost discretion (HIPAA compliance awareness is essential).
• Strong data entry skills with speed and accuracy.
• Ability to work independently with minimal supervision and as part of a collaborative team.
• Positive, proactive attitude and a strong work ethic.

Strongly Preferred Qualifications

• Bilingual proficiency (especially Spanish) is a major asset.
• Specific experience in Personal Injury law.
• Experience requesting and managing medical records.
• Familiarity with legal terminology and procedures.

Physical Requirements

• Ability to sit or stand for extended periods.
• Ability to lift and carry up to 15‑20 lbs (e.g., boxes of files).
• Proficient use of standard office equipment (computer, phone, copier, scanner).

What We Offer

• Competitive salary commensurate with experience.
• Paid time off (Vacation, Sick Leave, Holidays).
• 401(k) (non‑matching).
• Bonuses.
• Opportunities for professional growth and development within a thriving firm.
• A dynamic, supportive, and team‑oriented work environment.
• The opportunity to make a real difference in the lives of clients facing challenging circumstances.