Client Relations And Reception Specialist

Our client is seeking a highly organized and customer-oriented individual to join their team as a Client Relations and Reception Specialist. In this role, you will be responsible for managing client relationships, handling phone calls from clients and potential clients, and providing administrative support to attorneys and staff. Your attention to detail, excellent communication skills, and ability to multitask will be key to your success in this position.

KEY RESPONSIBILITIES

1.Client Support

• Track client plan progress, ensuring that clients are supported throughout the process.
• Manage client relationships from initial contact through the completion of legal matters, ensuring timely follow-up and maintaining regular communication.
• Schedule attorney meetings and confirm appointments to ensure efficient coordination.
• Answer phone calls from clients and potential clients, providing exceptional customer service and addressing inquiries or directing them to the appropriate personnel.
• Maintain and manage the matter pipeline, keeping track of ongoing cases and providing updates to clients as required.
• Conduct ongoing client calls during their representation to address any concerns or provide updates on case progress.
• Prepare portfolios and assist with post-production tasks according to established checklists.
• Prepare attorney packets for initial consultations and design consultations, ensuring all necessary information and documentation are included.
• Conduct post-representation follow-up to ensure client satisfaction and gather feedback.

2.Administrative Support

• Support special projects or additional responsibilities as assigned by managing attorneys.
• Coordinate client matters with attorneys and paralegals, facilitating efficient case management and information flow.
• Assist with the preparation of the weekly matter report for the Monday staff meeting, compiling relevant information, and ensuring accuracy.
• Update and maintain electronic and physical files, ensuring easy access and proper organization.
• Perform general administrative duties, including organizing, scanning, copying, and faxing legal documents in a timely manner.

3.Office Management

• Maintain office supplies inventory and order necessary items as needed.
• Assist in managing the physical file system to ensure efficient storage and retrieval of documents.

REQUIREMENTS

• Flexibility to occasionally work more than 40 hours per week to fulfill essential duties of the position.
• Demonstrated desire to learn and grow professionally, taking initiative, and working with minimal supervision.
• Above-average knowledge of word styles and the ability to utilize computer software effectively.
• Proficiency in computer software utilization, particularly in Microsoft Word and Excel.
• Positive attitude and strong interpersonal skills, with the ability to work collaboratively in a team environment.
• Excellent communication skills, both verbal and written, with a genuine interest in providing exceptional service to clients.
• Exceptional organizational skills, with the ability to manage multiple files and tasks simultaneously.