Legal Staff Receptionist in Newark, NJ

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Law Firm

Newark, NJ

Legal Staff Receptionist in Newark, NJ

Legal Staff

1-2 yrs required

No

Job Title: Front Desk Reception - Bilingual

Job Responsibilities:
The Bilingual Spanish/English Front Desk Reception Ambassador plays a crucial role in the client acquisition and new client team at the law firm. This position involves providing customer service support to potential clients, as well as the internal office team of attorneys and paralegals, while retaining leads for new and prospective clients. Key responsibilities include:

- Answering phone calls, responding to prospective calls, and taking notes.
- Scanning client intake files and sorting all team mail for distribution.
- Assisting the office liaison with team engagement projects, including planning for birthdays, anniversaries, and volunteer events.
- Asking a series of questions to compile data for determining the next course of action.
- Receiving, evaluating, collecting data, and coordinating referral activities in collaboration with the Referral Department.
- Reviewing all alert calls for leads and creating leads on the case management system, Smart Advocate.
- Processing and uploading documents in the case management system.
- Organizing and scanning documents.
- Researching police reports in Legal Plex.
- Maintaining legal files and other relevant information in digital databases.
- Disputing denial claims.
- Making transportation arrangements for clients and managing car service accounts.
- Interacting with attorneys and paralegals to discuss client retainers and intake in a timely manner, and communicating constructively to enhance resolutions.
- Receiving and sending emails daily.
- Providing support to other administrative staff and performing other duties as assigned.

Education and Experience:
- A high school diploma, GED, or equivalent is required.
- Data management experience is preferred.
- At least 1 year of experience in a Personal Injury legal firm or the Medical Industry, such as a Medical Assistant, is required.
- Experience in a professional environment, particularly in Medical/Health or Personal Injury Law firm settings, is preferred.

Qualifications:
- Effective communication skills, active listening, and the ability to convey points clearly and proactively.
- Excellent verbal and written communication skills.
- Demonstrated ability to use standard office equipment.
- Proficiency in Smart Advocate or a similar case management system.
- Proficiency in Microsoft Office Suite or related software.
- Excellent organizational skills and attention to detail.
- Highly self-motivated with the ability to multi-task in a demanding environment.
- Attention to detail and a positive, professional demeanor with internal and external clients.
- Flexibility and adaptability, with a willingness to change direction and work overtime if needed.
- Critical thinking skills and excellent people skills.
- An understanding of legal terminology and documentation.
- A thorough understanding of the law firm's core values and goals.
- Bilingual proficiency in English and Spanish is required.

Physical Requirements:
- Prolonged periods of sitting at a desk and working on a computer.
- Ability to lift 15 pounds at times.
- Ability to travel to the offices of the law firm as needed.

Salary Information:
The compensation for this full-time position is $18-20 per hour. Additional benefits include:

- 401(k) and 401(k) matching.
- Dental insurance.
- Employee assistance program.
- Employee discount.
- Flexible spending accounts.
- Health insurance.
- Health savings account.
- Life insurance.
- Paid time off.
- Vision insurance.

Schedule:
- 8-hour shifts, Monday to Friday from 9 am to 6 pm.
- Weekends as needed (Saturday and Sunday).

Work Location:
- In-person work is required.

Language Requirement:
- Proficiency in Spanish is required.

Jun 23, 2025
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