Client Relations Specialist (receptionist)
Vasquez Law Firm, PLLC, Raleigh, NC, United States
Overview
About the Role:
The Client Relations Specialist is the first point of contact for clients and visitors, ensuring a welcoming and professional experience. This role manages front desk operations, document handling, and client coordination while maintaining a clean and organized reception area. The Client Relations Specialist also assists with administrative tasks, scheduling, and payment processing to support efficient office operations. The Client Relations Specialist plays a vital role in ensuring a positive client experience, smooth front desk operations, and accurate document handling. This position requires strong communication skills, attention to detail, and a proactive approach to office management.
Key Responsibilities Client Interaction & Front Desk Management
Greet and check in with clients upon arrival, ensuring a warm and professional experience.
Offer water to clients and maintain a welcoming reception environment.
Notify attorneys and staff of in-person consultations promptly.
Provide quotes for walk-in clients regarding traffic cases for in-house counties.
Schedule and complete pre-screenings for walk-in PNCs requesting consultations.
Document Handling & Processing
Receive and scan incoming documents, ensuring proper classification.
Ensure confidentiality and proper handling of original documents, including:
Reference Letters
Criminal Records
Sealed Medical Documents (must remain sealed)
Make copies of essential documents when the admin is not available such as:
Passports
Social Security Cards
Birth Certificates
Family Photos
Tax Documents
Prepare contracts for new clients, ensuring all necessary documentation is completed.
Open new matters within the Clio case management system.
Mail & Office Organization
Receive, sort, and distribute incoming mail; sign certified mail as needed.
Manage legal documents sent via mail to all offices, ensuring accurate tracking.
Maintain a system to track file movement, including:
Who received the document
Who it is assigned to
Date sent and received
Retrieve files from storage and ensure the filing system remains organized.
Keep business cards stocked and place orders when inventory is low.
Payment Processing & Office Support
Receive and process client payments, ensuring accuracy and documentation.
Assist clients with court cost payments when the system is functional.
Maintain inventory of office supplies, notifying office management when restocking is needed.
Restock and maintain cleanliness in the client restroom and reception area.
Receive email forms from Immigration LA, print, add signature tabs, and place them in the “Coming to Sign” box.
Key Performance Indicators (KPIs)
Client Check-in Efficiency: 100% of clients greeted and checked in within 2 minutes of arrival.
Document Processing Accuracy: 100% of documents scanned and correctly classified on the day received.
Mail & File Organization: All incoming legal documents tracked and distributed within 24 hours.
Client Satisfaction: Maintain 95% positive feedback from clients on reception experience.
Payment Processing Efficiency: 100% accuracy in receiving and recording client payments.
Office Readiness: Reception and client areas maintained in clean and organized condition at all times.
#J-18808-Ljbffr
The Client Relations Specialist is the first point of contact for clients and visitors, ensuring a welcoming and professional experience. This role manages front desk operations, document handling, and client coordination while maintaining a clean and organized reception area. The Client Relations Specialist also assists with administrative tasks, scheduling, and payment processing to support efficient office operations. The Client Relations Specialist plays a vital role in ensuring a positive client experience, smooth front desk operations, and accurate document handling. This position requires strong communication skills, attention to detail, and a proactive approach to office management.
Key Responsibilities Client Interaction & Front Desk Management
Greet and check in with clients upon arrival, ensuring a warm and professional experience.
Offer water to clients and maintain a welcoming reception environment.
Notify attorneys and staff of in-person consultations promptly.
Provide quotes for walk-in clients regarding traffic cases for in-house counties.
Schedule and complete pre-screenings for walk-in PNCs requesting consultations.
Document Handling & Processing
Receive and scan incoming documents, ensuring proper classification.
Ensure confidentiality and proper handling of original documents, including:
Reference Letters
Criminal Records
Sealed Medical Documents (must remain sealed)
Make copies of essential documents when the admin is not available such as:
Passports
Social Security Cards
Birth Certificates
Family Photos
Tax Documents
Prepare contracts for new clients, ensuring all necessary documentation is completed.
Open new matters within the Clio case management system.
Mail & Office Organization
Receive, sort, and distribute incoming mail; sign certified mail as needed.
Manage legal documents sent via mail to all offices, ensuring accurate tracking.
Maintain a system to track file movement, including:
Who received the document
Who it is assigned to
Date sent and received
Retrieve files from storage and ensure the filing system remains organized.
Keep business cards stocked and place orders when inventory is low.
Payment Processing & Office Support
Receive and process client payments, ensuring accuracy and documentation.
Assist clients with court cost payments when the system is functional.
Maintain inventory of office supplies, notifying office management when restocking is needed.
Restock and maintain cleanliness in the client restroom and reception area.
Receive email forms from Immigration LA, print, add signature tabs, and place them in the “Coming to Sign” box.
Key Performance Indicators (KPIs)
Client Check-in Efficiency: 100% of clients greeted and checked in within 2 minutes of arrival.
Document Processing Accuracy: 100% of documents scanned and correctly classified on the day received.
Mail & File Organization: All incoming legal documents tracked and distributed within 24 hours.
Client Satisfaction: Maintain 95% positive feedback from clients on reception experience.
Payment Processing Efficiency: 100% accuracy in receiving and recording client payments.
Office Readiness: Reception and client areas maintained in clean and organized condition at all times.
#J-18808-Ljbffr