Bilingual Receptionist/Intake Specialist
About The Position
Zoecklein Law is a growing Florida law firm focused on probate, estate planning, and trust and estate litigation. We are seeking a professional, organized, and client-focused Bilingual Receptionist & Intake Specialist to serve as a first point of contact for prospective and existing clients. The Bilingual Receptionist & Intake Specialist manages front desk operations while supporting the firm's client intake process. This position answers incoming calls, greets clients, schedules consultations, gathers prospective client information, conducts intake follow-up, and assists with general front office operations. The ideal candidate is professional, dependable, comfortable speaking with prospective clients, and able to communicate clearly in both English and Spanish.
Requirements
- Fluency in both English and Spanish required.
- Strong telephone and interpersonal communication skills.
- Comfortable speaking with prospective clients and conducting follow-up.
- Professional phone etiquette and client-service mindset.
- Strong organizational skills and attention to detail.
- Ability to multitask in a fast-paced office environment.
- Comfortable learning CRM, case management, telephone, and scheduling systems.
- Dependable, punctual, professional, and able to work effectively as part of a team.
Nice To Haves
- Prior receptionist, customer service, sales, or administrative experience preferred.
- Law firm or legal intake experience preferred.
Responsibilities
- Answer and direct incoming calls professionally and promptly.
- Greet clients and visitors and provide a welcoming front office experience.
- Schedule appointments and consultations and maintain accurate calendars.
- Maintain a clean and organized reception area, lobby, conference rooms, and common areas.
- Assist with light office upkeep and organization.
- Assist with scanning, filing, document collection, and general administrative tasks.
- Support attorneys and staff with front office coordination as needed.
- Assist with de-escalating and appropriately routing client concerns.
- Assist with light HR-related administrative tasks, including noting employee arrivals, late arrivals, and reported absences and communicating them to management.
- Serve as a first point of contact for prospective clients by telephone, email, website inquiry, and other lead sources.
- Gather accurate information regarding the prospective client's legal needs and enter information into the firm's intake system.
- Conduct initial intake screening to identify the type of legal matter and determine appropriate next steps.
- Schedule prospective clients for consultations with the appropriate attorney.
- Explain the firm's consultation process, appointment requirements, and general next steps.
- Conduct timely follow-up with prospective clients who have not yet scheduled or retained the firm.
- Send consultation confirmations, intake forms, payment links, and other requested information.
- Maintain accurate and detailed intake notes.
- Assist with converting qualified prospective clients into scheduled consultations and new client engagements.
- Follow firm intake scripts, procedures, and responsiveness standards.
- Communicate professionally and compassionately with individuals dealing with probate, estate, guardianship, trust, and other sensitive legal matters.
- Maintain strict confidentiality regarding prospective and existing client information.
Benefits
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discounts
- Flexible schedule
- Free food & snacks
- Free uniforms
- Health insurance
- Paid time off
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
