Client Relations Specialist; receptionist

Overview

About the Role:

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.
• Maintain a system to track file movement, including:
  • Who received the document
  • Who it is assigned to
  • Date sent and received
• Retrieve files from storage and ensure the filing system remains organized.
• Keep business cards stocked and place orders when inventory is low.

• Receive and process client payments, ensuring accuracy and documentation.
• Assist clients with court cost payments when the system is functional.
• Maintain inventory of office supplies, notifying office management when restocking is needed.
• Restock and maintain cleanliness in the client restroom and reception area.
• Receive email forms from Immigration LA, print, add signature tabs, and place them in the “Coming to Sign” box.

• Client Check-in Efficiency: 100% of clients greeted and checked in within 2 minutes of arrival.
• Document Processing Accuracy: 100% of documents scanned and correctly classified on the day received.
• Mail & File Organization:
  All incoming legal documents tracked and distributed within 24 hours.
• Client Satisfaction:
  Maintain 95% positive feedback from clients on reception experience.
• Payment Processing Efficiency: 100% accuracy in receiving and recording client payments.
• Office Readiness:
  Reception and client areas maintained in clean and organized condition at all times.