Legal Receptionist & Administrative Assistant

Job Description

Job Description

WGK Personal Injury Lawyers is hiring a Legal Receptionist & Administrative Assistant to serve as the face of our Baltimore office and provide direct administrative support to firm leadership. Established in 1977, WGK is one of Maryland's leading personal injury firms, and this person plays a central role in how clients and partners experience us from the moment they walk in the door or pick up the phone.

This is a front-desk role first. You will manage phones, greet visitors, handle administrative functions, support firm ownership with technology and day-to-day needs, coordinate with insurance companies and vendors, and assist with light client relations and marketing tasks. The right candidate is professional, composed, highly organized, and brings warmth and efficiency to every interaction.

$18 - $21 hourly

Front Desk & Client Services

• Answer and manage a multi-line phone system, routing calls promptly and accurately to attorneys and staff.
• Handle incoming calls from current clients regarding case status, appointments, and general inquiries, ensuring messages and follow-up tasks are routed to the correct team member.
• Communicate professionally with insurance companies on behalf of the firm, logging all communications and routing to the appropriate case handler.
• Coordinate with vendors and outside service providers, escalating issues to firm leadership as needed.
• Welcome and direct all clients, visitors, and guests with professionalism and warmth, ensuring every person who walks through the door feels welcome.

Administrative & Office Operations

• Manage daily mail: sorting, distributing, preparing outgoing mail, and handling certified or tracked correspondence.
• Perform scanning, copying, faxing, and document filing with accuracy and timeliness.
• Provide direct administrative support to firm ownership and leadership, including scheduling assistance, document preparation, and general office coordination.
• Serve as the first line of basic technology support for firm ownership: troubleshoot common issues with email, printers, Microsoft Office applications, and video conferencing platforms (Zoom, Teams) before escalating to an IT vendor.
• Maintain the front desk and common areas to ensure the office is clean, organized, and presents professionally at all times.
• Monitor and replenish office supplies.

Intake Support

• Assist with answering prospective new client calls during high-volume periods, gathering basic information, and routing to the intake team.
• Enter caller information accurately into our lead management system (Lead Docket) when assisting with intake overflow.
• Ensure every caller, regardless of outcome, feels heard and treated with care.

Client Relations & Light Marketing Support

• Send birthday cards, acknowledgment notes, and other client touchpoint communications as directed.
• Assist with light marketing tasks as assigned, including mailing coordination and client appreciation outreach.
• Maintain accurate client contact records to support timely and personalized outreach.
• Support the Marketing Director on administrative marketing tasks as needed.

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• 1 to 2 years of experience in a receptionist, front office, customer service, or administrative role.
• Proficiency with Microsoft Office (Word, Outlook, Excel) and general comfort with office technology.
• Strong verbal and written communication skills with a professional, polished phone presence.
• Ability to manage a high volume of calls and competing tasks simultaneously without sacrificing accuracy or professionalism.
• Strong organizational skills and meticulous attention to detail.
• High level of empathy and composure when working with clients who may be in distress.
• Commitment to confidentiality and professional ethics.

We're a personal injury law firm in Baltimore, MD. The firm was established in 1977 by William Kolodner, who passed the torch to his daughter Jill Kolodner and grandson Hunter Duke, keeping the business a family-run, multi-generational firm. We have been helping injured Marylanders get the compensation they deserve against negligent defendants.

Our mission is to help as many Marylanders as possible get the best legal representation by guiding them through the legal process so they can focus on recovering from their injuries. Our team is composed of compassionate individuals committed to advocating for clients, and we're growing to keep pace with our expanding clientele.