Receptionist - Immigration Law Firm

RecLatam is seeking a highly organized, detail-oriented, and professional Virtual Receptionist to join the team of one of our U.S.-based immigration law firm clients.

The ideal candidate will serve as the first point of contact for prospective and existing clients, managing incoming calls, conducting initial client intake, scheduling consultations, and providing administrative support.

This role requires excellent English communication skills, strong attention to detail, and the ability to interact with clients professionally, empathetically, and efficiently. Prior experience working with a U.S. immigration law firm is highly preferred.

Key Responsibilities

Client Intake & Call Management

• Answer and manage approximately 10–35 incoming calls daily, with higher call volumes expected on Mondays.
• Conduct initial client intake by gathering accurate and detailed information about prospective clients and their immigration matters.
• Ask screening questions according to the firm's established intake procedures.
• Identify the appropriate attorney for consultations based on case type and firm guidelines.
• Schedule consultations and manage attorney calendars.
• Return missed calls and voicemails promptly.
• Follow up with prospective clients who contact the firm outside business hours.
• Refer all questions involving legal advice or attorney fees to the appropriate legal team member.

Client Communication & Follow-Up

• Communicate professionally with prospective and existing clients via telephone, email, and Microsoft Teams.
• Make consultation reminder calls one day before scheduled appointments.
• Send follow-up emails regarding consultation invoices and other administrative matters.
• Provide accurate, general information about the firm's services without offering legal advice.
• Maintain a compassionate and professional approach when assisting clients with sensitive immigration matters.

Administrative & Case Management Support

• Accurately document client intake information, call summaries, and relevant case details.
• Enter and update prospective client information in the firm's case management system.
• Prepare calendar invitations with detailed intake notes for attorneys.
• Monitor and coordinate website intake form submissions.
• Assist with completing administrative forms and maintaining client records.
• Provide additional administrative support as needed.

Required Qualifications

• Previous experience in a receptionist, client intake, customer service, or administrative support role, preferably within a U.S. law firm.
• Excellent English proficiency (written and spoken), preferably C1 level or higher.
• Strong telephone communication and customer service skills.
• Excellent organizational abilities and attention to detail.
• Ability to handle multiple calls, appointments, and administrative responsibilities efficiently.
• Proficiency with Microsoft Teams, email, calendars, and virtual communication platforms.
• Familiarity with VoIP phone systems such as Dialpad or RingCentral, or the ability to learn them quickly.
• Ability to work independently in a remote environment.
• Professionalism, discretion, and commitment to maintaining client confidentiality.
• Ability to work consistently during designated U.S. business hours.

Preferred Qualifications

• Previous experience working with a U.S. immigration law firm.
• Knowledge of common U.S. immigration case types and terminology.
• Experience conducting legal intake and scheduling attorney consultations.
• Bilingual proficiency in English and Spanish.
• Experience using legal case management software, particularly Filevine.
• Familiarity with immigration-related administrative forms and documentation.

Work Schedule & Expectations

• Position Type: Full-Time, Remote.
• Schedule: Monday through Friday, aligned with the client's designated U.S. business hours.
• Call Volume: Approximately 10–35 calls per day, with increased activity on Mondays.
• Communication: Must remain responsive through Microsoft Teams and other designated communication channels throughout working hours.
• Dedicated Assignment: The selected candidate will work exclusively with the assigned client during scheduled hours.

Performance Expectations

Success in this role will be evaluated based on:

• Timely and professional handling of incoming calls.
• Accuracy and completeness of client intake information.
• Effective consultation scheduling and attorney coordination.
• Responsiveness to client inquiries and follow-up requests.
• Client satisfaction and quality of communication.
• Reliability, attention to detail, and administrative efficiency.

Professional Growth

The selected candidate will participate in an initial 90-day evaluation period, including regular performance check-ins and feedback.

Depending on performance and the firm's evolving needs, there may be opportunities to grow into positions such as Legal Assistant or Immigration Case Manager.

About RecLatam

RecLatam specializes in connecting experienced legal professionals from Latin America with U.S. law firms. Founded by legal professionals, we focus on providing qualified remote talent, long-term career opportunities, and dedicated support to both our clients and team members.

By Lawyers, For Lawyers.