Office Receptionist

Job Description

Job Description

Are you a talented multitasker who loves interacting with people? We’re looking for a positive and professional receptionist to be the face of our local business. You’ll welcome visitors, clients, and fellow employees, answer phone calls and emails, sort and deliver mail, schedule meetings, make travel arrangements, and assist us with other operations as needed. The ideal candidate is a great communicator with a strong work ethic who is interested in a meaningful role on a supportive team. If this sounds like you, apply today! Compensation:

$22 - $24 hourly

Responsibilities: Client Experience & Reception

• Serve as the welcoming face of Hailey Petty Law Firm for clients, prospective clients, vendors, and visitors.

• Greet visitors promptly and professionally.

• Maintain a professional, organized, and welcoming reception area.

• Answer all inbound calls with professionalism, warmth, and confidence.

• Determine the purpose and urgency of incoming calls and appropriately route calls to the correct team member or department.

• Take accurate messages when team members are unavailable and ensure appropriate follow-up.

• Assist clients with basic questions and direct them to the appropriate resource without providing legal advice.

• Maintain confidentiality and professionalism when handling sensitive client information.

Call Management

• Manage and delegate inbound calls across the firm.

• Understand firm departments, team responsibilities, and escalation procedures.

• Accurately identify when a call should be directed to Intake, Billing, Legal Production, an attorney, or Firm Administration.

• Monitor call activity and ensure messages are communicated promptly.

• Assist with maintaining professional telephone standards across the firm.

Client & File Preparation

• Prepare physical and electronic materials needed for client meetings and appointments.

• Ensure conference rooms and client-facing spaces are prepared before meetings.

• Assemble client packets, welcome materials, documents, and other meeting materials as requested.

• Assist with organizing and maintaining client files in accordance with firm procedures.

• Support attorneys, paralegals, and legal production staff with administrative preparation for client meetings.

Office Administration

• Monitor office supply levels and place orders as needed.

• Maintain organized supply areas.

• Receive and distribute mail, packages, and deliveries.

• Coordinate routine office needs and communicate issues to the Firm Administrator.

• Assist with copying, scanning, printing, filing, and other administrative tasks.

• Support office events, meetings, and firm initiatives.

• Maintain a clean, professional, and client-ready reception area.

Administrative Support

• Provide administrative support to attorneys, legal production, intake, billing, and leadership as assigned.

• Assist with data entry and routine administrative tasks.

• Help coordinate meetings and internal logistics.

• Assist with special projects and process-improvement initiatives.

• Follow firm SOPs and administrative procedures consistently.

Client Service Expectations

Every interaction should reflect the firm's commitment to providing an exceptional client experience. The Receptionist should:

• Be warm, professional, and solution-oriented.

• Treat every client with patience and respect.

• Protect client confidentiality.

• Take ownership of requests rather than simply passing problems along.

• Communicate clearly and promptly.

• Escalate issues appropriately when they require additional authority or expertise.

Qualifications:

• 1–3 years of experience in reception, administrative support, customer service, legal, medical, professional services, or a similar environment preferred.

• Excellent verbal and written communication skills.

• Professional and polished phone presence.

• Strong organizational and time-management skills.

• Ability to multitask and prioritize competing demands.

• Strong attention to detail.

• Comfortable learning and using technology and business software.

• Ability to maintain confidentiality.

• Professional demeanor and strong interpersonal skills.

• Ability to work effectively in a fast-paced professional environment.

About Company

Hailey-Petty Law Firm, PLLC makes estate planning your Legacy, not a burden for your loved ones.

Our commitment is to support clients at every stage, guided by a few core principles:

• Education. We focus on helping clients fully understand their legal situations and options to ensure they feel informed and confident in making the best decisions.
• Building Trust. We aim to build that trust by maintaining open, transparent communication and providing honest guidance.
• Collaboration. We foster a collaborative environment where clients' thoughts, concerns, and questions are always welcomed, ensuring that our legal strategy reflects their unique perspective.