Legal Receptionist / Front Desk Client Intake Coordinator

Ben F. Barcus & Associates; Washington (District of Columbia); Sur place; USD 40 000 - 52 000; Plein temps

Résumé du poste

Ben F. Barcus & Associates, a plaintiffs’ personal injury law firm in Washington, DC, seeks a dependable front desk professional to manage our reception, client intake, and administrative support. You will create welcoming first impressions, route calls, and coordinate with the legal team to keep cases moving smoothly.

You will handle calendars, meeting prep, document filing, and basic Needles entries, while handling confidential information with discretion and staying organized under pressure.

Qualifications

• Experience in reception, customer service, or administrative support.
• Clear verbal and written communication; a professional, welcoming manner.
• Excellent attention to detail, organization, and follow-through.
• Ability to prioritize work and remain calm during interruptions.
• Sound judgment when handling confidential client information.
• Comfortable using email, calendars, Microsoft Office, scanners, and video meeting software.
• Dependable attendance and the ability to work on site during scheduled hours.

Responsabilités

• Answer and direct incoming calls, retrieve voicemails, and record messages in the case management system.
• Connect prospective clients with an attorney or paralegal; assist with new client intake.
• Welcome clients and visitors, notify staff of arrivals, and offer refreshments.
• Review office calendars and coordinate with staff to prepare for meetings.
• Set up conference rooms for depositions, arbitrations, meetings, and video calls.
• Create and maintain electronic and physical client files; enter information into Needles.
• Prepare and send standard client correspondence and records requests.
• Follow up with insurance companies and records providers as assigned.
• Process incoming mail and faxes and route documents to the appropriate staff.
• Scan, copy, name, and file documents using firm procedures.
• Monitor office supplies and coordinate approved purchases.
• Help keep reception and shared spaces tidy and stocked.
• Coordinate phone coverage and complete opening and closing tasks.

Connaissances

Reception

Customer service

Communication

Organization

Discretion

MS Office

Needles

Description du poste

About the Position

Our firm is a plaintiffs’ personal injury law firm seeking a dependable, organized, and personable professional to manage our front desk and support our legal team. As the first point of contact for clients and prospective clients, you will help people feel welcome, heard, and connected with the right team member. This position combines reception, client intake, and administrative support. The ideal candidate communicates clearly, handles sensitive information with discretion, and stays organized while managing calls, visitors, and competing priorities.

Responsibilities

• Answer and direct incoming calls, retrieve voicemails, and record accurate, timely messages in our case management system.
• Connect prospective clients with an attorney or paralegal promptly and assist with new client intake.
• Welcome clients and visitors, notify staff of arrivals, and offer refreshments.
• Review office calendars and coordinate with staff to prepare for scheduled meetings.
• Set up conference rooms for depositions, arbitrations, meetings, and video calls.
• Create and maintain electronic and physical client files, including entering information into Needles.
• Prepare and send standard client correspondence, representation letters, and records requests under staff direction.
• Follow up with insurance companies and records providers as assigned.
• Process incoming mail and faxes and route documents to the appropriate team member.
• Scan, copy, name, and file documents accurately using firm procedures.
• Monitor office supplies, coordinate approved purchases, and maintain postage supplies.
• Help keep reception, conference rooms, and shared office spaces tidy and stocked.
• Coordinate phone coverage and complete routine opening and closing tasks.

Qualifications

• Experience in reception, customer service, or administrative support.
• Strong verbal and written communication skills and a professional, welcoming manner.
• Excellent attention to detail, organization, and follow-through.
• Ability to prioritize work and remain calm during interruptions.
• Sound judgment when handling confidential client information.
• Comfortable using email, calendars, Microsoft Office, scanners, and video meeting software.
• Dependable attendance and the ability to work on site during scheduled hours.

Preferred

• Experience in a law firm, personal injury practice, client intake, or Needles case management software.

Who Will Succeed Here

You take ownership of your work, ask questions when needed, and follow tasks through to completion. You are patient with callers who may be navigating stressful circumstances and understand that accurate messages, organized files, and timely follow-up matter to both clients and the legal team.