V102- Virtual Front Desk Manager
About The Position
For ambitious, culturally diverse, curious minds seeking booming careers, Job Duck unlocks and nurtures your potential. We connect you with rewarding, remote job opportunities with US-based employers who recognize and appreciate your skills, allowing you to not just survive but thrive. As a lifestyle company, we ensure that everybody working here has a fantastic time, which is why we’ve earned the Great Place to Work Certification every year since 2022! Job Description: The Receptionist and Virtual Office Manager plays a central role in ensuring seamless daily operations while delivering an exceptional first impression to every caller and contact. This position is ideal for someone who thrives in a fast-paced virtual environment, enjoys being the organizational anchor of a team, and takes pride in polished communication and proactive support. You will manage high-volume communications, coordinate calendars across time zones, and act as a trusted gatekeeper for leadership. Success in this role comes from attention to detail, calm professionalism under pressure, and a strong sense of ownership. If you enjoy being the person who keeps everything running smoothly behind the scenes, this role offers meaningful impact and long-term growth with Job Duck.
Requirements
- Full-time, remote position
- Schedule: Monday to Friday 8:00AM 5:00PM EST
- Time zone alignment required with Eastern Time
- Minimum of 2 years of experience in a receptionist, administrative assistant, executive assistant, or office manager role
- Experience supporting professional services environments, preferably legal or high-touch client service teams
- High level of discretion and confidentiality required
- RingCentral or similar VoIP phone systems
- Google Workspace including Gmail, Calendar, and Drive
- Virtual meeting platforms such as Google Meet
- Email inbox management and digital filing systems
- Website chat or SMS intake tools when applicable
Responsibilities
- Maintain virtual office systems including call routing, voicemail, and subscriptions
- Triage and organize the managing attorney’s email inbox
- Act as a gatekeeper for leadership calendars and communications
- Report trends and meet established response time and call quality KPIs
- Send calendar invites, virtual meeting links, and appointment reminders
- Schedule and coordinate consultations, meetings, and court calls across calendars and time zones
- Respond to routine client inquiries and route substantive questions to the appropriate team member
- Identify call purpose and escalate urgent matters immediately
- Greet callers using approved scripts and route calls appropriately
- Send non-intake client communications such as review requests and case conclusion messages
- Prepare administrative spreadsheets, logs, and template-based communications
- Upload, organize, and manage digital documents securely
- Track daily call activity, missed calls, voicemails, and appointments booked
- Draft administrative email responses using approved templates
- Monitor and triage general inboxes, categorizing and flagging messages
- Answer and manage all incoming calls during business hours using VoIP systems
- Follow escalation protocols and maintain strict confidentiality at all times
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
