The Receptionist serves as the first point of contact for Blair Cato Pickren Casterline, LLC, providing a professional and welcoming experience for clients, visitors, and callers. This role is responsible for managing front desk operations, handling a high volume of inbound calls, and using SoftPro to assist clients with file and transaction inquiries. As workload permits, the Receptionist also supports the post-closing team with file processing tasks and maintains the firm's digital signage displays through Yodeck.
ESSENTIAL DUTIES & RESPONSIBILITIES
Front Desk & Client Experience
- Greet and welcome clients, visitors, and couriers in a professional and friendly manner
- Answer and route incoming calls on a multi-line phone system; serve as the first point of contact for client inquiries
- Use SoftPro to look up file and transaction status, providing accurate and helpful guidance to clients calling with questions about their closing
- Triage client calls effectively — resolving routine inquiries directly, escalating complex matters to the appropriate attorney or team leader
- Manage the visitor log and ensure guests are directed appropriately
- Maintain a clean, organized, and professional reception area at all times
- Coordinate conference room reservations and assist with setup for meetings
Administrative Support
- Sort, distribute, and prepare outgoing mail and packages; coordinate courier pickups
- Receive and log deliveries; notify appropriate staff of arrivals
- Manage office supply inventory and coordinate restocking as needed
- Assist attorneys and staff with copying, scanning, filing, and document preparation
- Support scheduling and calendar coordination for office leadership as requested
- Maintain contact lists and update firm directories
- Assist with firm-wide communications, announcements, and event logistics
Digital Signage — Yodeck
- Update and maintain existing closing slide decks and firm content displayed through the Yodeck digital signage platform
- Publish updated content to office displays in a timely manner, ensuring screens reflect current and accurate information
- Organize and maintain the Yodeck media library, archiving outdated content and keeping active playlists current
- Coordinate with attorneys or team leaders to receive updated slide content; no slide creation required
- Troubleshoot basic display or playback issues and escalate technical problems as needed
Post-Closing Support — As Needed
When front desk activity permits and at the direction of the Post-Closing Team Leader, the Receptionist may assist with the following tasks:
- Scanning and uploading closed real estate files into SoftPro or document management systems
- Preparing and organizing files for recording, mailing, or disbursement
- Affixing labels, assembling closing packages, and preparing documents for courier or mail distribution
- Pulling and printing documents or correspondence as directed by the post-closing team
- Logging file status updates or tracking information under team leader guidance
- Performing basic data entry to support file completion and recordkeeping
These duties are secondary to reception responsibilities and are performed on an as-needed basis based on firm workload.
- High school diploma or equivalent required; associate degree or some college preferred
- Minimum 1–2 years of front desk, receptionist, or administrative experience
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel)
- Strong verbal and written communication skills
- Professional demeanor and excellent interpersonal skills
- Ability to multitask and remain calm under pressure in a fast-paced environment
- High degree of discretion and confidentiality with sensitive legal and client information
- Experience in a legal or real estate office environment
- Familiarity with SoftPro or similar real estate closing software; experience using it to look up file status or assist clients preferred
- Experience with multi-line phone systems and high call volume environments
- Exposure to document management or records processing workflows
- Experience with digital signage platforms (e.g., Yodeck, ScreenCloud, or similar)
- Dependability & Reliability
- Adaptability & Flexibility
- Organization & Time Management
- Professional Communication
