Executive Assistant - Receptionist
Executive Assistant - Receptionist
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Job Description
About the Receptionist - Executive Assistant:
The Receptionist - Executive Assistant serves as a primary point of contact for the Firm cordially greeting callers and expertly assisting and directing them while also warmly welcoming visitors to the TMAPC office. The Receptionist plays a critical role on the Client Intake Team handling the initial evaluation of potential new clients (PNCs) for personal injury claims using predetermined qualifying questions.
This role requires a highly organized detail-oriented individual with strong communication skills and proficiency using software/technology platforms. TheReceptionist exemplifies the TMAPC commitment to providing exceptional customer service while also providing ad hoc administrative support for Firm Leadership.
Welcome and PNC Screening:
- Initial Contact: Serve as the initial point of contact for potential new clients calling or visiting the Firm. Greet clients warmly and professionally
- Cordially Answer and Direct Phone Calls: Answer phone calls warmly and professionally exemplifying the Firms commitment to exceptional client service
- Qualifying Questions: Ask a series of predetermined basic qualifying questions to assess the potential clients situation. These questions are designed to gather preliminary information such as the nature of the injury the date of the incident and whether the incident falls within the Firms practice areas
- Transfer Calls: Upon qualifying PNCs the Receptionist is responsible for transferring the call to a Legal Intake Specialist to complete the intake process
Other Administrative Duties:
- PNC Qualification Escalation/Legal Review - Communicate with attorneys about certain PNC qualification matters to ascertain appropriate next steps
- Front Desk Coverage - Coordinate with Intake Specialist and Claims Coordinator to ensure front desk and phone coverage during the Firms business hours
- Scheduling: Schedule appointments and/or meetings as requested by TMAPC leadership
- Data Entry: Accurately enter client information into the Firms management system from initial calls or meetings ensuring confidentiality and data integrity
- Document Handling: Assist in managing and distributing incoming and outgoing correspondence including mail email faxes and SMS related to clients and other Firm business
- Office Supply Management: Ensure the reception area remains tidy and welcoming for clients. Manage office supplies and coordinate with vendors for office needs
- Other Administrative Tasks: The receptionist shall be responsible for certain other administrative tasks as directed by TMAPC leadership
- At least three years of receptionist or executive assistant experience required
- Associates degree or certification in office administration (preferred)
- 2 to 5 years of experience with a Personal Injury law firm preferred
- Ability to manage multiple tasks and prioritize effectively
- Prior experience as a receptionist and/or executive assistant in a similar customer-facing role
- Outstanding communication writing and public relations skills
- Professional communication style and demeanor
- Strong proficiency with multi-line phone systems and Microsoft programs (Word Excel PowerPoint)
- Willingness and ability to utilize an online client management platform
- Experience with data analytics and marketing automation platforms
- Solution-based mindset/problem-solver
- Results-oriented with a data-driven approach
- Passionate client advocacy
- Business-Minded spirit
- Is or willing to become a notary public
Employment Type
Full Time
