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Law Office Receptionist & Client Liaison
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Keyes Law Group
Milpitas, CA (In Person)
$57,200 Salary, Full-Time
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Job Description
About Us At Keyes Law Group, we do more than prepare legal documents — we provide clarity, coordination, and confidence for the families we serve. We are a boutique trusts and estates firm based in Milpitas, representing elders, individuals, and families statewide in Estate Planning, Medi-Cal and Special Needs Planning, Estate Tax Planning, and Estate and Trust Administration. We are known for long-term risk management and helping families protect what matters most. As our Receptionist & Client Liaison, you're not just the first point of contact — you're the face and voice of Keyes Law Group. You'll create a welcoming, supportive experience for everyone who walks through our doors, from current clients to new visitors. Your organizational skills, attention to detail, and positive attitude will help ensure our office runs smoothly and clients feel valued and cared for. Responsibilities Client Reception and Communication Serve as the welcoming face of our office by greeting clients, visitors, and guests with a warm, professional demeanor. Answer and direct incoming calls efficiently, ensuring each caller receives excellent service. Handle basic inquiries about the firm and its services while maintaining client confidentiality and professionalism at all times. Appointment Coordination and Client Intake Schedule and confirm client appointments in our case management systems (Clio and Lawmatics) and keep the intake pipeline current. Call, text, and email clients to confirm appointments, ensuring they're informed and prepared before each meeting. Proactively manage the calendar to avoid scheduling conflicts and keep the team informed of upcoming appointments. Office Management and Environment Keep the reception area, lobby, and common spaces organized, inviting, and well-maintained. Track office supplies and place timely orders to keep the office well-stocked. Open the office each morning, managing doors, lights, and security to set a positive tone for the day. Mail and Document Management Receive, log, and distribute incoming mail and packages, maintaining a comprehensive mail tracker. Scan, date-stamp, and route all incoming mail and documents to the appropriate team members. Coordinate with clients for document pickup or prepare completed items for mailing. Administrative Support Support attorneys and team members with administrative tasks such as scanning, filing, and document routing. Manage the general inbox — clear unneeded emails, respond to basic inquiries, and route messages as appropriate. Juggle a high volume of tasks and prioritize with precision and calm under pressure. Partner with other team members on various projects and ad hoc requests as needed. Financial and Data Management Process payments for consultations, retainers, and invoices, maintaining accurate records. Track payment statuses in Clio and follow up on outstanding balances. Maintain accurate client and lead data in the intake pipeline. Qualifications Education & Experience Associate's or Bachelor's degree in Business Administration, Communications, or a related field preferred, not required. 1 year of experience in a receptionist, client liaison, office coordinator, or administrative support role, 3+ years preferred. Prior experience in a law firm or professional services environment strongly preferred. Experience handling sensitive client communications with professionalism, discretion, and empathy. Familiarity with business phone systems, Clio, Lawmatics, Smartsheet, Microsoft Office, Claude, and general office technology. Bilingual in Spanish is a plus, but not required. Notary Public certification is a plus, or willingness to become a Notary. Skills & Attributes Professional phone etiquette and warm interpersonal skills. Ability to maintain composure and calm in a variety of situations. Strong attention to detail and organizational skills. Ability to work independently and collaboratively as part of a team. High level of discretion when handling sensitive and confidential information.