Receptionist

About the Role We are looking for a polished, highly organized, and bilingual (English/Spanish) Receptionist to be the voice and first impression of our client's personal injury law firm. In this role, you will manage all front-facing communications — calls, emails, and messages — while supporting the legal team with a wide range of administrative tasks that keep daily operations running smoothly. This is a fully remote, full-time position perfect for someone who is calm under pressure, genuinely enjoys helping people, and can juggle multiple tasks simultaneously without missing a beat. Experience in a law firm environment is a strong plus and will set you apart. Key Responsibilities Front Desk & Communications Answer and direct a high volume of inbound calls in both English and Spanish with professionalism, warmth, and efficiency Greet and assist clients, prospective clients, and visitors (virtual or in-person as applicable) with a positive and helpful attitude Respond to emails, voicemails, and messages promptly and route them to the appropriate team member Take accurate and detailed messages and ensure timely delivery to attorneys, paralegals, or case managers Handle client inquiries with empathy and discretion, providing general information about the firm without giving legal advice Make outbound calls to clients, medical providers, insurance companies, and other parties as directed Scheduling & Calendar Management Schedule, confirm, and reschedule appointments, consultations, depositions, and meetings for attorneys and staff Maintain and update attorney and team calendars in real time Send appointment reminders to clients and follow up on no-shows or cancellations Coordinate conference calls and virtual meetings, including sending links and ensuring all parties are confirmed Administrative Support Perform accurate and timely data entry into the case management system Prepare, send, and track routine correspondence and documents as directed by the legal team Assist with organizing and maintaining digital client files and records Process incoming and outgoing mail, faxes, and documents Support attorneys, paralegals, and case managers with administrative tasks as needed Assist with printing, scanning, copying, and filing documents in an organized manner Client Experience Serve as a warm and reassuring point of contact for clients who may be going through a stressful and difficult time Follow up with clients on outstanding documents, signatures, or information requests Escalate client concerns or urgent matters to the appropriate team member quickly and professionally Maintain a consistently positive, patient, and professional tone in every interaction Multitasking & Office Coordination Manage multiple simultaneous tasks — phone calls, scheduling, data entry, and correspondence — without losing accuracy or composure Prioritize tasks effectively in a fast-paced, high-volume environment Anticipate the needs of the team and take initiative to keep daily operations on track Maintain organized systems for tracking tasks, messages, and follow-ups throughout the day Qualifications Required Fully bilingual in English and Spanish — written and verbal (required, non-negotiable) Minimum 1–2 years of experience in a receptionist, administrative, or front desk role Exceptional multitasking ability — comfortable managing phones, scheduling, and data entry simultaneously Strong organizational skills with meticulous attention to detail Excellent verbal and written communication skills in both languages Professional, friendly, and composed demeanor — especially when handling difficult or emotional callers Proficiency with Microsoft Office / Google Suite and video conferencing tools (Zoom, Google Meet, etc.) Reliable internet connection and a quiet, distraction-free remote workspace Self-motivated and able to manage time effectively without close supervision Preferred Experience working in a personal injury or general law firm (strong plus) Familiarity with legal terminology, case management software, and legal office procedures Experience with e-signature platforms (DocuSign, Adobe Sign, or similar) Experience handling high call volumes in a customer-facing or client services role Comfortable working across multiple time zones if required Key Competencies Bilingual Communication — Switches seamlessly between English and Spanish in every interaction without losing professionalism or warmth Multitasking — Handles competing priorities simultaneously and keeps everything organized and moving Composure — Stays calm, focused, and courteous even during high-volume or high-stress moments Attention to Detail — Takes accurate messages, enters data correctly, and never lets details slip through the cracks Client Empathy — Treats every caller with patience and care, understanding they may be going through a difficult experience Reliability — Shows up consistently, follows through on every task, and is someone the team can count on Professionalism — Represents the firm with integrity and a polished, positive attitude in every interaction What We Offer Fully remote, full-time position with a consistent schedule Competitive compensation based on experience Welcoming, team-oriented work environment with clear expectations Opportunity to grow into expanded administrative or legal support roles