Find & Apply For Customer Service Representative Jobs in Palo Alto, California

About the Position The Law Offices of John C. Martin, P.C. is seeking a personable, organized, and dependable Receptionist / Client Service Specialist to help manage client communications and the daily administrative work of our Palo Alto practice. Our firm focuses on estate planning, trust administration, probate, and trust and estate litigation. You will be an important point of contact for clients: answering calls, responding to emails, scheduling appointments, maintaining accurate information in Clio, and following up on outstanding requests. We are looking for someone who communicates clearly, notices details, and takes ownership of getting things done. Our clients often come to us during important or sensitive family circumstances. A warm telephone manner, sound judgment, and consistent follow-through are essential. Responsibilities Handle incoming calls. Greet callers professionally, gather relevant information, answer routine questions using established office procedures, take accurate messages, and direct inquiries to the appropriate team member. Manage client emails. Write clear, polished responses to administrative questions, monitor incoming messages, and ensure inquiries receive timely attention. Schedule and confirm appointments. Coordinate consultations, client meetings, and signing appointments; manage calendar changes; and communicate preparation instructions and reminders. Maintain accurate records in Clio. Enter and update contact information, intake details, matter information, notes, tasks, and follow-up dates. Follow through on outstanding items. Track unanswered emails, incomplete intake forms, requested documents, and other pending items. Send appropriate reminders and keep the team informed of unresolved issues. Assist with client intake. Collect required information, help clients complete forms, and gather names and other information needed for the firm's conflict-check procedures. Support document collection through ShareFile. Set up client access according to office procedures, assist clients with uploads and downloads, organize documents, and follow up on missing items using established checklists. Assist with billing communications. Send approved invoice or payment reminders through Clio and refer billing questions or discrepancies to the administrator. Support the front office. Welcome visitors, handle mail and deliveries, scan and organize documents, and help keep client files and administrative records orderly. Coordinate with the legal team. Recognize urgent or substantive questions and promptly bring them to the appropriate attorney, paralegal, or administrator. Qualifications Experience in reception, client service, administrative support, or a similar role. Law firm or other professional-services experience is preferred. Excellent telephone manner and strong written communication skills, including accurate grammar, spelling, and proofreading. Strong organizational skills and the ability to manage multiple requests without losing track of details or follow-up commitments. Comfort working with email, calendars, document portals, and client-management software. Clio experience is strongly preferred; ShareFile experience is a plus. Familiarity with Microsoft Outlook and common office applications. Careful attention to names, dates, contact information, scheduling instructions, and confidential records. Professional discretion, patience, reliability, and a willingness to learn the firm's procedures. What Success Looks Like Clients receive courteous, accurate responses. Appointments are scheduled correctly. Records are current. Outstanding requests are followed through to completion. Attorneys and staff can rely on you to keep administrative work moving and flag issues that need their attention. How to Apply Please submit your résumé and a brief note describing your relevant experience with client communications, scheduling, administrative follow-up, and law office software. Please indicate whether you have used Clio or ShareFile.

Pay:

$29.04 - $38.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Paid time off Retirement plan Tuition reimbursement

Work Location:

In person