Position Summary
We are seeking a personable and highly organized Front Office Coordinator to serve as the first point of contact for our firm. This individual is the face and voice of the office, responsible for delivering a warm, professional experience to every client, visitor, and caller while keeping daily front-office operations running smoothly. The ideal candidate combines exceptional interpersonal skills with strong attention to detail and the ability to remain calm, composed, and solution-oriented in a fast-paced environment.
A Typical Week in This Role
No two days are identical, but here's the general shape of a week. You'll spend a good part of each day on the phone — welcoming new callers who are often reaching out to a law firm for the first time (sometimes during a difficult moment in their lives), and helping existing clients get answers or get connected to the right person. Between calls, you might be working on a project for the firm: organizing client files for an upcoming signing, preparing materials for the week's appointments, or helping us improve one of our office systems. You'll greet clients as they arrive for meetings, make sure conference rooms are ready, and keep the small-but-important things moving — mail, supplies, scheduling. Some stretches are steady and quiet; others require juggling a ringing phone, a client at the front desk, and an attorney who needs something in the next five minutes. If you can keep your composure and your sense of humor through all of it, you'll do well here.
Key Responsibilities
- Answer, screen, and direct incoming calls promptly and professionally, taking accurate messages and ensuring timely follow-up.
- Greet clients and visitors upon arrival, ensuring they feel welcomed and attended to throughout their visit.
- Serve as a calm and reassuring presence for clients, handling sensitive or high-stress interactions with patience, empathy, and discretion.
- Manage scheduling and calendar coordination, including appointments, meetings, and conference room bookings.
- Maintain organized physical and digital filing systems, ensuring documents are accurate, current, and easily retrievable.
- Receive, sort, and distribute incoming mail and deliveries, and coordinate outgoing correspondence and courier services.
- Monitor and replenish office supplies, coordinating orders to keep the office well-stocked.
- Perform data entry and provide basic billing or administrative support as needed.
- Assist with general office management and day-to-day administrative tasks to support the broader team.
Who This Role Is a Good Fit For (and Who It Isn't)
This role is a great fit for someone who genuinely enjoys people — someone who gets energy from a friendly phone conversation and takes pride in making a nervous client feel at ease — but who also appreciates having ownership of their own work and can focus independently between interactions. You'll collaborate with our team every day, but you'll also be trusted to manage your own responsibilities without someone looking over your shoulder.This is probably not the right fit if you prefer to put your head down and work uninterrupted all day — the phone will ring, and answering it warmly is the heart of this job. It's also not a fit if you need constant direction, or if a client having a hard day would rattle you. We work with people during some of the most important moments of their lives, and this role requires patience, warmth, and steadiness.
Required Qualifications
- High school diploma or equivalent.
- No prior experience required; we are happy to train the right candidate. Previous experience as a receptionist, customer service, or administrative role is a plus.
- Excellent verbal and written communication skills with a professional, courteous demeanor.
- Strong interpersonal skills, with the ability to manage challenging interactions tactfully and maintain composure under pressure.
- Comfort using standard office software (Microsoft Office Suite, email, calendar tools) and a willingness to learn new systems.
- Strong organizational skills and attention to detail, with the ability to prioritize and multitask.
- Reliable, punctual, and able to handle confidential information with discretion.
Preferred Qualifications
- Bilingual (English/Spanish) strongly preferred.
- Prior experience in a legal or professional services office.
Pay: $48,000.00 - $62,000.00 per year
Work Location: In person
