Bilingual Receptionist

Bilingual Receptionist Our firm is seeking a personable, solutions-driven bilingual receptionist who can deliver an exceptional first impression and support the legal team with organized, anticipatory intake work. This position blends front-desk responsibilities with deeper engagement in client communications, intake evaluation, payment coordination, and preparation for joint initial consultations. The ideal candidate is charismatic, detail-oriented, and committed to helping every individual who reaches out to the firm receive clarity, direction, and care. Key Responsibilities 1.

First Point of Contact and Intake Management:

You will serve as the welcoming voice and face of the firm, answering incoming calls promptly, returning missed calls immediately, and greeting visitors with professionalism and warmth. You will conduct structured intake interviews, gather essential facts, identify key legal issues and fact patterns, and document all information with precision. Your ability to ask insightful questions and listen carefully is essential to setting the legal team up for success. 2.

Daily Call Backs and Lead Follow-Through:

You will conduct daily follow-up calls on every inquiry and referral received through the firm's webpage, voicemail, email, or third-party referral channels. This includes reconnecting with individuals who reached out but have not yet scheduled a consultation, checking on previously referred callers, and ensuring no potential client inquiry falls through the cracks. Your steady follow-through helps prospective clients feel cared for and strengthens retention. 3.

Anticipating Attorney and Legal Assistant Needs:

This role requires learning how the legal team evaluates various case types. You will identify relevant documents, flag potential conflicts, and prepare concise summaries that give attorneys and legal assistants clear insight before they meet with clients. Your ability to anticipate needs allows consultations to begin with alignment, clarity, and momentum. 4.

Preparing Joint Initial Consultations:

You will organize all materials and information required for joint initial consultations between the attorney and the legal assistant. This includes confirming documentation, preparing intake notes, briefing the legal assistant on client background, and ensuring that the file is complete and ready. Your preparation keeps meetings efficient, consistent, and client centered. Client Relations and Service Guidance This position requires confidence in guiding clients toward helpful next steps. You will schedule qualified callers for consultations, explain our intake and evaluation process, and build rapport that enhances trust. When callers present matters outside our scope, you will offer thoughtful referrals so they still receive meaningful assistance. Payment Coordination and Retainer Processing You will follow up on delayed or outstanding payments, process retainer payments, confirm financial commitments, and help clients understand the steps needed to move forward. These conversations must remain respectful, steady, and solution oriented. Front-Desk Operations and Administrative Duties You will carry out all standard front-desk tasks, including routing calls, managing calendars, preparing daily schedules, organizing client files, maintaining a tidy lobby, receiving mail, and ensuring smooth communication across the office. Qualifications and Competencies The ideal candidate is warm, perceptive, organized, and naturally people oriented. Strong listening skills, excellent communication, emotional intelligence, and the ability to multitask effectively are essential. Experience in customer service, hospitality, legal intake, collections, or medical front-desk operations is helpful, though we will train candidates who demonstrate maturity and reliability. What Success Looks Like Success means every inquiry receives timely follow-up, callers feel valued and understood, attorneys and legal assistants enter joint initial consultations fully prepared, payments are handled smoothly, and the front desk operates with professionalism and warmth. You serve as a trusted guide, connecting clients to the help they need. Success is measured by KPIs related to responsiveness, accuracy, communication skills, preparedness, follow-through, and the consistent delivery of a welcoming, structured client experience. Key Performance Indicators for the Legal Intake and Client Relations Specialist 1. Inquiry Response Time All incoming calls answered live when possible Missed calls returned within 10 minutes during business hours Website inquiries called back within the same business day 2. Daily Follow-Up Completion Rate 100 percent completion of daily follow-up list Documented notes for every attempt within Centerbase 3. Intake Accuracy and Completeness Accurate capture of all key facts and legal issues Clear identification of urgency, conflicts, and missing information Less than 5 percent of consultations needing additional client clarifications due to incomplete intake. 4. Consultation Preparation Quality Files prepared at least one business day before the consultation Attorneys and legal assistants consistently report readiness All documents and summaries available and correctly labeled 5. Client Conversion Support Rate Sixty-five percent of intakes result in scheduled initial consultations percent for qualified leads 6. Retainer Collection Efficiency Retainer payments collected within 24 hours of attorney approval Clear documentation of all payment arrangements 90 percent of payment follow-ups completed without attorney intervention 7. Referral Quality and Client Guidance Provide reputable referrals for 100 percent of out-of-scope matters Track positive feedback or confirmation from referred organizations when possible 8. Professionalism and Client Satisfaction Positive tone and courtesy in recorded calls Attorney feedback on organization and preparedness Google or internal feedback reflecting respect, clarity, and care on first contact 9. Lobby and Front-Desk Efficiency Zero unattended guests Accurate schedules and on-time communication Organized, clean, and welcoming reception area

Job Type:

Full-time Pay:

$16.00 - $19.00 per hour

Benefits:

401(k) Dental insurance Health insurance Life insurance Paid time off Vision insurance

Language:

Spanish (Required)

Work Location:

In person