Receptionist in Knoxville, Tennessee at Garza Law Firm, PLLC

The Garza Law Firm’s Receptionist position is an entry-level position managing the front desk operations, handling incoming calls, and greeting clients in the lobby. The Receptionist keeps the Firm’s client needs in the forefront and works closely with the Firm Administrator by excelling in multitasking, problem-solving, and creating a superior client experience while maintaining confidentiality and professionalism. The position requires empathy, respect, and confidentiality when speaking to anyone that calls or visits the firm. The position interacts with all personnel and divisions of the firm.

The Receptionist position does not have the authority to practice law, give legal advice, or set strategy on a pre-case/per-client basis.

Responsibilities

• Client Interaction and Service: Warmly greet clients, assess their needs, direct them appropriately, offer refreshments, and notify attorneys, while actively listening, providing initial firm information, and resolving inquiries with empathy to deliver a personable, efficient service experience that emphasizes a 'relationship-first' brand.
• Phone and Communication Management: Efficiently manage high-volume calls on multi-line systems, screen and route calls, handle voicemails, respond to inquiries with a pleasant demeanor while maintaining confidentiality. Coordinate conference calls or virtual meetings.
• Administrative and Operational Support: Leverage software like Filevine, Lead Docket, and Outlook to look up client information, perform data entry as needed, and file and manage documents per legal privacy standards. Maintain a tidy lobby, assist mail and supplies as delivered, and assist with legal assistant and paralegal tasks as requested.
• Compliance and Problem-Solving: Uphold confidentiality and ethical standards, resolve minor operational issues like scheduling conflicts, and collaborate on process improvements to enhance efficiency and client satisfaction.

Work Experience

Required

• 1-2 years of receptionist or administrative experience, ideally in a law firm.
• Proficient with Microsoft 365 Suite applications, including but not limited to, Outlook, Word, and Teams.
• Experience talking on the phone regularly and corresponding through email with a professional and confident tone.
• Excellent communication, multitasking, and attention to detail in high-pressure settings.
• Professional appearance.

Preferred

• Familiarity with legal software (e.g., Lead Docket, Filevine) a plus.
• Basic knowledge of legal terminology.

Education / Certifications / Other Qualifications / Success Traits

• Required: High School Diploma
• Confidentiality of client information and cases.
• Punctuality and the ability to demonstrate schedule adherence.
• Willing and able to work in a high call volume work environment for long periods of time during a typical work schedule.
• Familiarity and experience with Microsoft 365 products.
• Ability to type and talk with clients, while capturing important information required to effectively summarize details.
• Effective written and verbal communication appropriate for a professional work setting.
• Ability to show empathy with situational awareness regardless of the nature of their call or visit. Favors curiosity over judgement.