Receptionist for Estate Planning Law Firm

Job Description

Job Description

Receptionist/Administrative Assistant Rockstar



 
Are You the Kind of Person Who…

• Enjoys welcoming people and making them feel comfortable from the moment they walk through the door?
• Communicates warmly and professionally, both in person and over the phone?
• Takes pride in being organized, accurate, dependable, and completing tasks the right way?
• Enjoys clerical and administrative work such as preparing folders, scanning documents, scheduling appointments, and keeping records organized?
• Is comfortable collecting payments, preparing invoices, and helping clients understand their next steps?
• Prefers a stable, consistent role where you can become highly skilled at what you do and be a dependable part of a team?
• Enjoys having clear responsibilities and being the person others can count on to keep the front office running smoothly?

If this sounds like you, we’d love to hear from you!

About Safe Harbor Law Firm

At Safe Harbor Law Firm, we help families protect what matters most through personalized estate planning and elder law services. Our mission is to bring clarity, confidence, and peace of mind to every client we serve.

With offices in Bonita Springs, Naples, and Fort Myers, we guide families through important life transitions with care, compassion, and professionalism.

Our Receptionistplays an important role in creating a welcoming, organized, and seamless experience for our clients. You will often be the first person clients see when they arrive and one of the last people they interact with before leaving.

This is a hands-on, client-facing administrative position ideal for someone who enjoys clerical work, phone communication, organization, routine, and providing excellent service . We are looking for someone who values stability and consistency and wants to become a trusted, long-term member of our front-office team.

Schedule

• Monday through Friday, 8:30 AM–5:00 PM
• Primary Location: Bonita Springs
• Occasional support or travel may be coordinated across our Naples and Fort Myers offices.

Key Responsibilities

Client Welcome & Front Desk

• Open and prepare the office each morning, including reception, meeting rooms, and common areas.
• Warmly greet clients and visitors and help them feel comfortable and attended to.
• Answer incoming and overflow phone calls professionally and courteously.
• Assist callers with basic questions and route calls to the appropriate team member.
• Manage client check-in and check-out.
• Maintain a polished, organized, and welcoming reception area throughout the day.

Client Check-Out, Payments & Scheduling

• Assist clients at the conclusion of their appointments.
• Prepare invoices and accurately collect and process client payments.
• Schedule clients for their next meeting before they leave the office.
• Clearly communicate appointment details and next steps.
• Assist with appointment confirmations, rescheduling, and follow-up as needed.
• Ensure payments, appointments, and client information are accurately documented in the appropriate systems.

Signing Preparation & Client Documents

• Prepare signing binders, folders, and materials before scheduled client signing appointments.
• Ensure required documents and materials are organized and ready for the attorney and client.
• Assist as a witness during client signings when needed.
• Scan client documents accurately and save or route them according to firm procedures.
• Prepare initial meeting folders, workshop folders, and other client materials.
• Assist with organizing, purging, and archiving inactive files as directed.

Clerical & Office Support

• Perform routine clerical tasks including scanning, filing, copying, printing, organizing documents, and preparing materials.
• Restock forms, folders, and client materials throughout the week.
• Monitor office supplies and communicate replenishment needs.
• Coordinate mail and post-office drop-offs approximately 1–2 times per week.
• Keep conference rooms, reception areas, and shared client spaces organized and ready for use.
• Report equipment, facility, or scheduling issues promptly.
• Provide administrative support to attorneys and team members when needed.

Phone & Scheduling Support

• Answer overflow calls when the Intake team is assisting other callers.
• Communicate clearly, warmly, and confidently over the phone.
• Schedule initial meetings using established firm procedures.
• Confirm appointments and assist with rescheduling when necessary.
• Accurately document messages and ensure they reach the correct team member.

Additional Office Support

• Assist with office events, workshops, and team meetings, including preparing folders, sign-in sheets, materials, and refreshments.
• Help with time-sensitive administrative tasks when needed.
• Follow established procedures carefully and consistently.
• Support the team in keeping daily office operations organized and running smoothly.

What We’re Looking For

The right person for this role is:

• Warm and welcoming – You genuinely enjoy helping people and making them feel comfortable.
• Professional on the phone – You communicate clearly, patiently, and confidently with clients and callers.
• Organized and detail-oriented – You notice the small things and take pride in accuracy.
• Comfortable with clerical work – You enjoy scanning, filing, preparing documents, organizing materials, and completing administrative tasks.
• Reliable and punctual – The team can count on you to be present, prepared, and consistent.
• Comfortable handling payments – You can professionally discuss invoices, collect payments, and accurately document transactions.
• Good at following procedures – You appreciate clear processes and consistently follow established steps.
• Calm under pressure – You can manage multiple requests without becoming flustered or losing attention to detail.
• Service-minded – You treat a client calling at 4:30 PM on Friday with the same patience and care as someone calling Monday morning.
• Honest and trustworthy – Strong ethics, discretion, and integrity are essential when working with clients and confidential information.
• Looking for stability – You enjoy becoming excellent at your responsibilities and are interested in building consistency and long-term familiarity within your role and team.

Preferred Qualifications

• 2+ years of receptionist, administrative assistant, front desk, clerical, medical office, professional office, banking, hospitality, or similar client-facing experience.
• Strong telephone and customer-service skills.
• Experience scheduling appointments and managing calendars.
• Experience collecting or processing client/customer payments.
• Comfortable using computers, email, scanners, printers, and office software.
• Experience in a law firm or professional-services environment is helpful but not required .

We care more about finding someone who is dependable, organized, comfortable with people, and genuinely enjoys this type of work than someone with prior legal experience.

Benefits

• Competitive base salary
• 2 weeks of PTO to start
• 401(k) matching up to 4%
• Health, dental, and vision insurance

Why Safe Harbor Law Firm?

At Safe Harbor Law Firm, we focus on helping everyday families understand and protect what matters most to them. We explain complex legal matters in ways clients can understand, keep our promises, and do not take shortcuts.

Every member of our team plays an important role in the client experience. For this position, that means being the dependable person who helps clients feel welcomed, keeps appointments and payments organized, prepares meetings and signings, and makes sure the details of the front office are handled with care.

If you take satisfaction in being organized, helping people, completing tasks accurately, and being someone your team can consistently depend on, this may be the right role for you.