A law firm receptionist works in a legal office, interacting with clients, drafting correspondence, maintaining case files, and billing those who have used the firm’s services. The receptionist is expected to perform other duties as the face of the law firm, such as keeping her work area clean in order to portray the firm positively. If the receptionist is also a paralegal, she may be able to provide more direct assistance to the office’s members.
When a client walks into, calls, or emails a law firm, the receptionist is usually the first person they meet. Following that, the receptionist must answer or route phone calls or other correspondence, greet clients, and provide as much information as possible. She may also direct clients to refreshments in the lobby, accompany them to the attorney’s office, or inform them of how long they will have to wait to see the attorney if they do not have an appointment. These tasks necessitate excellent social and verbal communication skills.
Drafting correspondence is another task that a law firm receptionist typically performs. Some of the correspondence is straightforward, such as responding to an email inquiry about the attorney’s availability or fees (s). Other types of correspondence, such as letters to other attorneys or courts, are far more complicated. The receptionist must be familiar with legal terminology and regulations in order to handle this correspondence.
In some law firms, the law firm receptionist is also responsible for creating, maintaining, and retrieving case files for the attorney (s). To increase efficiency and save space in the office, this is frequently done electronically via databases, so legal receptionists must be comfortable with computers and related technology. The receptionist also handles the needs of attorneys who need specific documents printed and assembled for reference and use outside of the office. If the attorney needs to rush to an emergency court hearing, she should be able to do this quickly. Because much of the information contained in client files is confidential, a law firm receptionist must be able to secure the files using software or other mechanisms like drawer, cabinet, or safe locks.
Some lawyers expect a law firm receptionist to handle billing as well. This includes giving clients receipts and invoices, notifying them of outstanding charges, informing them of the payment methods accepted, and setting up and monitoring the firm’s bank or other accounts. If a billing error is discovered, the receptionist must take action to correct it, such as issuing a refund check or offering the client a credit.
A law firm receptionist, like other receptionists, is expected to perform “other duties as assigned.” For general responsibilities, this could include anything from grabbing a cup of coffee for a key client to putting up holiday decorations in the office. However, in some cases, law firm receptionists also serve as paralegals, in which case they provide more direct support to the attorney, frequently accompanying them to court and conducting primary case research.