Administrative Receptionist

Flowz Staffing; Pampanga; Remote; PHP 279,000 - 391,000; Full time

Job summary

Flowz Staffing is seeking an administrative receptionist to provide frontline communication, administrative support, and day-to-day operational coordination. The role will handle client intake, calendar management, email inbox oversight, and maintain confidential records within a legal-friendly environment.

Ideal candidates will have strong English communication, excellent organizational skills, and experience with CRM systems.

Qualifications

• Experience in administrative or receptionist roles is required.
• Excellent verbal and written English communication skills.
• Strong organizational, multitasking, and time management abilities.
• Experience handling calendars, emails, client records, and digital files.

Responsibilities

• Handle frontline client communication and information capture.
• Manage client intake, track outstanding items, and follow up.
• Coordinate calendars, meetings, and follow-ups with team members.
• Monitor email inboxes, prioritize requests, and route urgent matters.
• Provide legal administrative support and maintain confidential records.
• Maintain digital filing, naming, storage, and accessibility of documents.
• Enter and update client information in CRM systems and track communication history.
• Prepare meeting materials and document action items for follow-up.

Skills

English communication

Organizational skills

Time management

Tools

Clio Grow

Less Annoying CRM

Microsoft 365

Microsoft Teams

Intermedia phone system

Job description

We are seeking a professional, organized, and client-focused administrative receptionist toprovide frontline communication, administrative support, and day-to-day operational coordination

for the firm. This role is central to ensuring that client communications are handled professionally, information is captured accurately, and administrative workflows are managed efficiently.

The ideal candidate has excellent communication skills, strong attention to detail, and the ability to manage calls, calendars, emails, client intake, and digital records efficiently. Experience in a legal office environment and familiarity with legal intake or CRM software are highly preferred.

Key Responsibilities

• Front Desk & Client Communication: Handle incoming calls professionally, gather relevant information, route inquiries, and ensure messages are documented and communicated promptly.
• Client Intake & Follow-Up: Request missing information and documents, track outstanding items, and follow up with clients to keep administrative processes moving.
• Calendar & Scheduling Management: Coordinate appointments, meetings, and follow-ups while maintaining accurate calendars and resolving scheduling conflicts.
• Email & Inbox Management: Monitor inboxes, prioritize communications, flag urgent matters, and ensure important requests receive timely attention.
• Legal Administrative Support: Assist with client intake, organize case-related documents, support legal research as needed, and maintain confidential client records.
• Digital Filing & Documentation: Maintain accurate, organized digital files and ensure documents are properly named, stored, and accessible.
• CRM & System Management: Enter and update client information, track communication history, and maintain accurate records using the firm's designated systems.
• Meeting Coordination: Prepare meeting materials, document action items, and coordinate follow-ups with the appropriate team members.
• Internal Communication: Use Microsoft Teams and other approved platforms to route messages, share updates, and support efficient collaboration.

Qualifications & Requirements

• Previous experience in an administrative, receptionist, executive assistant, legal assistant, or similar support role.
• Excellent verbal and written English communication skills.
• Excellent organizational, multitasking, and time management abilities.
• Experience managing calendars, email inboxes, client records, and digital files.
• High attention to detail and the ability to handle confidential information with discretion.
• Ability to work independently, follow established processes, and proactively manage follow-ups.
• Comfortable working with multiple digital tools and supporting a remote team.
• Availability to work Monday–Friday, 9:00 AM–5:30 PM Pacific Time.

Preferred Qualifications

• Previous experience in a law firm or legal services environment.
• Familiarity with Clio Grow and Less Annoying CRM or similar client intake and CRM platforms.
• Experience with estate planning, probate, legal client intake, or related administrative processes.
• Proficiency in Microsoft 365, Microsoft Teams, and digital filing systems.
• Experience with Intermedia or similar business phone systems.

What Success Looks Like

The successful candidate will help ensure calls are handled professionally, client information is accurately recorded, follow-ups are completed on time, and digital records remain organized. This role is essential to improving communication workflows, reducing administrative gaps, and delivering a positive client experience.