Receptionist
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Job Location:
Orlando, FL - USA
Monthly Salary:
Not Disclosed
Posted on:
Yesterday
Vacancies:
1 Vacancy
Job Summary
At Vasquez Law Firm we believe strong operations fuel strong advocacy. As we continue to grow and serve our communities with excellence were excited to open a Client Relations Specialist position at our Raleigh office.
This opportunity is open to current VLF team members across all departments as well as external candidates who align with our values. If youre passionate about organization teamwork and being the backbone of a high-performing office we encourage you to applyor help us spread the word.
The Client Relations Specialist is the first point of contact for clients and visitors ensuring a welcoming and professional experience. This role manages front desk operations document handling and client coordination while maintaining a clean and organized reception area. The Client Relations Specialist also assists with administrative tasks scheduling and payment processing to support efficient office operations.
The Client Relations Specialist plays a vital role in ensuring a positive client experience smooth front desk operations and accurate document handling. This position requires strong communication skills attention to detail and a proactive approach to office management.
Key Performance Indicators (KPIs):
- Client Check-in Efficiency: 100% of clients greeted and checked in within 2 minutes of arrival.
- Document Processing Accuracy: 100% of documents scanned and correctly classified on the day received.
- Mail & File Organization: All incoming legal documents are tracked and distributed within 24 hours.
- Client Satisfaction: Maintain 95% positive feedback from clients on reception experience.
- Payment Processing Efficiency: 100% accuracy in receiving and recording client payments.
- Office Readiness: Reception and client areas are maintained in clean and organized condition at all times.
Client Interaction & Front Desk Management
- Greet and check in with clients upon arrival ensuring a warm and professional experience
- Offer water to clients and maintain a welcoming reception environment
- Notify attorneys and staff of in-person consultations promptly
- Provide quotes for walk-in clients regarding traffic cases for in-house counties
- Schedule and complete pre-screenings for walk-in PNCs requesting consultations
Document Handling & Processing
Receive and scan incoming documents ensuring proper classification
Ensure confidentiality and proper handling of original documents including:
- Reference Letters
- Criminal Records
- Sealed Medical Documents (must remain sealed)
Make copies of essential documents when the admin is not available such as:
- Passports
- Social Security Cards
- Birth Certificates
- Family Photos
- Tax Documents
- Prepare contracts for new clients ensuring all necessary documentation is completed
- Open new matters within the Clio case management system
Mail & Office Organization
- Receive sort and distribute incoming mail; sign certified mail as needed
- Manage legal documents sent via mail to all offices ensuring accurate tracking
- Maintain a system to track file movement including:
- Who received the document
- Who it is assigned to
- Date sent and received
- Retrieve files from storage and ensure the filing system remains organized
- Keep business cards stocked and place orders when inventory is low
Payment Processing & Office Support
- Receive and process client payments ensuring accuracy and documentation
- Assist clients with court cost payments when the system is functional
- Maintain inventory of office supplies notifying office management when restocking is needed
- Restock and maintain cleanliness in the client restroom and reception area
- Receive email forms from Immigration LA print add signature tabs and place them in the Coming to Sign box
Qualifications
- Experience in a client-facing role ideally within a legal or professional services environment
- Ability to manage multiple tasks efficiently ensuring a seamless client experience
- Proven track record of maintaining confidentiality and handling sensitive documents with care
- Strong communication skills to effectively interact with clients attorneys and staff
- Proficiency in using case management systems such as Clio or similar software
- Attention to detail in document processing ensuring accuracy and proper classification
- Ability to maintain a clean and organized reception area enhancing the client experience
Required Experience:
Junior IC
Key Skills
- Multi-line Phone Systems
- Customer Service
- Computer Skills
- QuickBooks
- Medical office experience
- Office Experience
- 10 Key Calculator
- Dental Office Experience
- Front Desk
- Administrative Experience
- Medical Receptionist
- Phone Etiquette
About Company
Vasquez Law Firm is not just a legal practice; we’re an AI-native spiritual ecosystem. Our internal HODOS 360 Suite is the most advanced automation platform ever applied to a bilingual, immigration-centered law firm. We are preparing this system to scale and be white-labeled to serve ... View more
