Bilingual Front Desk Receptionist/Executive Assistant

Job Overview

We are seeking a dynamic and energetic Bilingual Front Desk Receptionist/Executive Assistant to be the welcoming face and organizational backbone of our office. In this vital role, you will serve as the first point of contact for visitors, clients, and team members, ensuring a positive and professional experience. Your multitasking skills, excellent communication, and organizational prowess will keep our office running smoothly. Fluency in two languages is essential to effectively serve our diverse community and facilitate seamless client interactions. This paid position offers an exciting opportunity to develop your administrative expertise while contributing to a vibrant team environment.

General Responsibilities

• Greet visitors and clients warmly, providing exceptional customer service and answering all inquiries with professionalism and courtesy
• Manage multi-line phone systems, answer incoming calls promptly, and direct calls efficiently using proper phone etiquette
• Handle front desk duties including checking in visitors, issuing visitor badges, and maintaining a welcoming environment
• Perform clerical tasks such as filing, data entry, proofreading documents, and managing correspondence
• Support office management activities by organizing schedules, maintaining calendars, and coordinating appointments for staff and clients
• Assist with basic office management duties including supply inventory, mail distribution, and maintaining cleanliness of common areas
• Utilize Microsoft Office applications (Word, Excel, Outlook) to prepare documents, reports, and correspondence with accuracy and attention to detail
• Maintain organized files both digitally and physically to ensure quick retrieval of information
• Provide general administrative support as needed to ensure efficient office operations

The ideal candidate is an excellent communicator who can make clients feel comfortable while gathering detailed and accurate information about their potential case. This position requires strong organizational skills, attention to detail, urgency, professionalism, and the ability to manage multiple responsibilities in a fast-paced environment.

Our goal is not simply to sign new clients. We expect our Intake Team to create a complete, accurate, and organized foundation for each new case so that the transition from Intake to the assigned Case Manager is as seamless as possible.

Key Responsibilities

• Answer incoming calls and communicate professionally with potential and existing clients.
• Conduct detailed personal injury intake interviews and gather information regarding accidents, injuries, medical treatment, insurance, property damage, and other relevant case details.
• Accurately enter all client and case information into the firm's case-management system.
• Prepare and send appropriate Letters of Representation (LORs) to insurance carriers, medical providers, and other applicable parties.
• Verify that the correct LOR is being used and sent to the correct recipient, email, fax number, department, or address.
• Assist with opening new insurance claims and make every reasonable effort to have new claims opened the same business day.
• Prioritize any claims that cannot be opened the same day for completion the following business morning.
• Communicate outstanding issues directly to the assigned Case Manager when a claim cannot be opened promptly.
• Request and obtain police/crash reports when available.
• Collect photographs, insurance information, identification, medical information, and other initial documentation.
• Coordinate initial medical referrals and accurately document which providers and locations clients are being sent to for treatment.
• Maintain detailed case notes documenting important conversations, case facts, outstanding items, and follow-up needs.
• Ensure the assigned Case Manager receives a complete and organized file at handoff.
• Follow up with prospective clients and assist with obtaining signatures and outstanding documentation.
• Maintain client confidentiality and comply with firm policies and procedures.
• Assist with reception/front-desk responsibilities when necessary.
• Complete additional administrative and intake responsibilities as assigned.

What We Expect

Attention to detail is extremely important in this position. Information entered during intake follows the client throughout the life of the case. Incorrect claim information, incomplete notes, an LOR sent to the wrong location, or inaccurate medical referral information can create unnecessary delays for the client and legal team.

Our expectation is:

Accurate Information. Thorough Notes. Timely Action. Clear Communication. Seamless Handoff.

Clients should not feel as though they are starting over when their case transitions from Intake to a Case Manager. The Intake Specialist should gather and document enough information that the Case Manager understands what happened, what injuries were reported, where the client is treating, what has already been completed, and what still needs attention.

Qualifications

• Excellent verbal and written communication skills.
• Strong attention to detail and data-entry accuracy.
• Professional and compassionate telephone presence.
• Strong organizational and time-management skills.
• Ability to communicate with clients who may be injured, upset, or experiencing stressful situations.
• Ability to multitask and prioritize time-sensitive responsibilities.
• Comfortable working in a fast-paced legal environment.
• Dependable attendance and punctuality.
• Ability to accept feedback, follow established procedures, and take ownership of assigned responsibilities.
• Ability to maintain strict confidentiality.
• Proficiency with computers, email, Microsoft Office, and similar business applications.

Personal injury, legal intake, insurance claims, medical office, customer service, call center, or law firm experience is preferred but not required for the right candidate.

Ideal Candidate

We are looking for someone who is personable but productive. You should enjoy speaking with people while also understanding that every conversation has a purpose and needs to be properly documented.

The right person will take ownership of their work, ask questions when unsure, follow through on assignments, communicate when something cannot be completed, and understand that small details can make a significant difference in a client's case.

Growth Opportunity

We are a growing organization and value employees who want to learn and develop professionally. A strong Intake Specialist may have opportunities to take on additional responsibilities and grow into other areas of personal injury case management, legal assisting, client services, or firm operations as experience and performance develop.

To Apply:
Please submit your resume and a brief description of your experience in customer service, intake, legal services, insurance, medical services, or another relevant field.

Experience

• Prior office experience or administrative support roles demonstrating strong organizational skills and multitasking ability
• Proven clerical experience including filing, data entry, proofreading, and document management
• Excellent computer literacy with proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Experience handling multi-line phone systems with professional phone reception skills
• Bilingual fluency in [specify languages], with the ability to communicate clearly in both languages for client communication and internal coordination
• Strong customer service background with the ability to manage client interactions courteously and effectively
• Demonstrated organizational skills with the ability to prioritize tasks efficiently and manage time effectively
• Personal assistant or calendar management experience is a plus but not required

Join us in creating a welcoming environment where professionalism meets efficiency! This role is perfect for motivated individuals eager to grow their administrative skills while making a meaningful impact through excellent client support.

Pay: $18.00 - $22.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Paid time off

Work Location: In person