Receptionist/Runner

Description

The Garza Law Firm’s Receptionist/Runner position is an entry-level position managing the front desk operations, handling incoming calls, greeting clients in the lobby, keeping current with firm requests that require local travel, support other staff with filing motions, couriering documents as needed, and various other tasks as requested. Reception/Runner duties include keeping the Firm’s client needs in the forefront, working closely with the Firm Administrator by excelling in multitasking, problem-solving, and creating a superior client experience while maintaining confidentiality and professionalism. The position requires empathy, respect, and confidentiality when speaking to anyone that calls or visits the firm. The position interacts with all personnel and divisions of the firm.

The Receptionist/Runner position does not have the authority to practice law, give legal advice, or set strategy on a pre-case/per-client basis.

Requirements

Responsibilities

• Client interaction and service: Warmly greet clients and visitors, assess their needs, direct them appropriately, offer refreshments, notify attorneys or staff as needed, and deliver a personable, efficient service experience that emphasizes the firm’s relationship-first brand.
• Support the staff with filing motions, couriering documents as needed and assisting with basic needs of the firm.
• Phone and communication management: Manage calls on multi-line systems, screen and route calls, handle voicemails, respond to inquiries with a pleasant and professional demeanor, coordinate conference calls or virtual meetings, and make outgoing calls to prospective clients by phone, email, and text.
• Attorney and team coordination: Transfer clients to attorneys for case reviews when appropriate, route calls for current clients and vendors, and collaborate with firm personnel across divisions.
• Administrative and operational support: Use systems such as Filevine, Lead Docket, Outlook, Word, Teams, and other Microsoft 365 applications to look up client information, enter data, file and manage documents, support mail and supply handling, maintain a tidy lobby, and assist legal assistants or paralegals as requested.
• Office coverage and procedures: Provide phone and receptionist coverage during business hours, including flexible shifts as needed; follow office opening and closing procedures; and support front desk operations for callers, walk-ins, deliveries, paperwork drop-offs, and general inquiries.
• Compliance, confidentiality, and problem-solving: Uphold confidentiality and ethical standards, protect client information and case details, resolve minor operational issues such as scheduling conflicts, and collaborate on process improvements that enhance efficiency and client satisfaction.
• Client respect and professional conduct: Treat all clients, callers, visitors, and co-workers with dignity, empathy, situational awareness, and curiosity over judgment.
• Professional development: Participate in training as required and accommodate occasional travel or overnight stays when needed.

Work Experience

Required

• 1–2 years of receptionist, administrative, contact center, customer service, or related client-facing experience preferred for entry into the role.
• Proficient typing skills, with the ability to type and talk with clients while accurately capturing important information; minimum typing speed of 50+ words per minute preferred for intake-heavy duties.
• Proficiency with Microsoft 365 applications, including Outlook, Word, and Teams.
• Experience speaking regularly by phone and corresponding through email with a professional, confident tone.
• Excellent communication, multitasking, attention to detail, and problem-solving skills in a high-pressure, high-call-volume setting.
• Professional appearance and conduct appropriate for a client-facing law firm environment.

Preferred

• Experience in a law firm, reception role, contact center, customer service setting, or legal intake environment.
• Minimum of 1–2 years of direct experience providing intake services in a legal firm, including initial client consultations, case assessment, and coordination of legal documentation.
• Familiarity with case management systems such as Lead Docket and Filevine.
• Basic knowledge of legal terminology.

Education, Certifications, and Qualifications

Required

• High School Diploma.
• Confidentiality of client information and cases.
• Punctuality and demonstrated schedule adherence.
• Willingness and ability to work in a high-call-volume environment for long periods during a typical work schedule.
• Engaging, personable, and efficient phone communication skills.
• Effective written and verbal communication appropriate for a professional work setting.
• Ability to show empathy with situational awareness regardless of the nature of a call or visit.
• Ability to favor curiosity over judgment when assisting clients, callers, visitors, and co-workers.

Preferred

• Fluency in Spanish.
• Familiarity with Microsoft 365 products beyond basic daily use.
• Ability to apply team communication strategies, including awareness of Print and Kolbe A scores, to enhance interactions with co-workers.