Client Relations Specialist; receptionist

The Client Relations Specialist is the first point of contact for clients and visitors, ensuring a welcoming and professional experience. This role manages front desk operations, document handling, and client coordination while maintaining a clean and organized reception area. The Client Relations Specialist also assists with administrative tasks, scheduling, and payment processing to support efficient office operations.

The Client Relations Specialist plays a vital role in ensuring a positive client experience, smooth front desk operations, and accurate document handling. This position requires strong communication skills, attention to detail, and a proactive approach to office management.

Greet and check in with clients upon arrival, ensuring a warm and professional experience.

Offer water to clients and maintain a welcoming reception environment.

Notify attorneys and staff of in-person consultations promptly.

Provide quotes for walk-in clients regarding traffic cases for in-house counties.

Schedule and complete pre-screenings for walk-in PNCs requesting consultations.

Receive and scan incoming documents, ensuring proper classification.

Ensure confidentiality and proper handling of original documents, including:

• Reference Letters
• Criminal Records
• Sealed Medical Documents (must remain sealed)

Make copies of essential documents when the admin is not available such as:

• Passports
• Social Security Cards
• Birth Certificates
• Family Photos
• Tax Documents

Prepare contracts for new clients, ensuring all necessary documentation is completed.

Open new matters within the Clio case management system.

Receive, sort, and distribute incoming mail; sign certified mail as needed.

Manage legal documents sent via mail to all offices, ensuring accurate tracking.