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Front Desk Administrator

1 month ago

Seattle, United States LAWRENCE KAHN LAW GROUP PS Full time
Job DescriptionJob DescriptionPosition Title: Front Desk Receptionist

Position Type: Full-time

Summary: The Front Desk Receptionist at Lawrence Kahn Law Group, P.S. plays a critical role in creating a positive first impression for clients and visitors. This position requires exceptional customer service skills, professionalism, and a high level of organization. The receptionist will manage the front desk operations, including greeting clients, answering phone calls, scheduling appointments, and performing administrative tasks to support the legal team.

Key Responsibilities:

  1. Client Interaction:
     
    • Greet clients and visitors with a warm and professional demeanor.
  2.  
    • Ensure clients are comfortable while waiting and provide necessary assistance.
  3.  
    • Set up conference rooms with refreshments and/or supplies, including laptops, legal pads, pens, etc.
  4.  
    • Handle incoming calls, take messages, and route calls to appropriate staff members.
       
      • Take calls from potential clients and set up initial intake through CloudLex.
    •  

    • Schedule and confirm appointments for clients and attorneys.
  6.  
  7. Administrative Support:
     
    • Maintain a clean and organized front desk and reception area.
  8.  
    • Manage the firm's calendar and ensure appointments are accurately scheduled.
  9.  
    • Assist in the preparation and distribution of legal documents and correspondence.
  10.  
    • Handle incoming and outgoing mail, including couriers and deliveries.
       
      • Scan and/or file incoming mail into CloudLex and distribute it to appropriate matter teams.
    •  

    • Monitor and process all faxes and incoming/outgoing mail.
  12.  
    • Track all communications via email, Teams, and CloudLex.
  13.  
    • Track all client expenses and save invoices into CloudLex in appropriate tabs.
  14.  
    • Draft and deposit checks through the online banking system (General or IOLTA Trust accounts).
  15.  
    • Draft legal paperwork, including initial fee agreements and releases.
  16.  
  17. Information Management:
     
    • Maintain client confidentiality and handle sensitive information with discretion.
  18.  
    • Input and update client information in the firm's database.
  19.  
    • Assist with filing, scanning, and maintaining legal records and documents.
  20.  
  21. Coordination and Communication:
     
    • Liaise with other staff members to ensure smooth office operations.
  22.  
    • Provide basic information about the firm's services and direct specific inquiries to the appropriate personnel.
  23.  
    • Assist with coordinating meetings and conferences, including arranging facilities and catering if needed.
  24.  
  25. Additional Duties:
     
    • Perform other administrative tasks as required to support the firm's operations.
  26.  
    • Participate in team meetings and contribute to office-wide initiatives.
  27.  
Qualifications:

  • Education: High school diploma or equivalent required. Associate or bachelor’s degree preferred.
  • Experience: Previous experience in a receptionist or administrative role, preferably in a legal setting, is an asset.
  • Skills:
     
    • Excellent verbal and written communication skills.
  •  
    • Strong organizational and multitasking abilities.
  •  
    • Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
  •  
    • Familiarity with legal terminology and procedures is advantageous.
  •  
    • Ability to handle a busy work environment and prioritize tasks effectively.
  •  
  • Personal Attributes:
     
    • Professional appearance and attitude.
  •  
    • High level of integrity and discretion.
  •  
    • Strong customer service orientation.
  •  
    • Ability to work independently as well as part of a team.
  •  
Working Conditions:

  • Office environment with standard working hours.
  • Occasional extended hours may be required based on office needs.
  • Interaction with a diverse group of clients, attorneys, and staff members.
Application Process:

Interested candidates should submit a resume and cover letter to max@lklegal.com. Please include references and any relevant certifications.