BILINGUAL FRONT DESK RECEPTIONIST / CALENDAR MANAGER (Fluent English & Spanish)

Overview

BILINGUAL FRONT DESK RECEPTIONIST / CALENDAR MANAGER (Fluent English & Spanish) Jobs in Norwalk at Law Offices of Matthew M. Maddox, LLC

BILINGUAL SPANISH/ENGLISH RECEPTION & CALENDAR MANAGER

We are seeking a someone to take on the vital role as an A+ Reception-Calendar Manager with the charisma and organizational talent to help us deliver unmatched legal services throughout Connecticut. CANDIDATES MUST BE FLUENT IN WRITTEN AND SPOKEN SPANISH AND ENGLISH. We are an inspired law firm that focuses on criminal defense and serious personal injury litigation. The person we hire will bring a high level of energy, an unending desire to learn, enthusiasm, and can-do attitude to work every day.

PLEASE BE SURE TO READ THIS ENTIRE JOB AD TO THE VERY END AND FOLLOW THE INSTRUCTIONS IN ORDER TO BE CONSIDERED.

Overview:

Our Receptionist-Calendar Manager will build relationships with our former, current, and potential new clients by phone and in person. This position also supports our legal team by calling clients to provide case updates, scheduling and keeping track of appointments and events and obtaining important documents.

Reporting Relationship:

The Receptionist-Calendar Manager works under the supervision of at least one Case Manager. They will collaborate daily with multiple team members.

Responsibilities:

Client/Visitor Focused Tasks

• Create a positive, impactful, professional first impression on behalf of the firm by phone, in person and by email.
• Answer Incoming Calls.
• Direct incoming calls as appropriate.
• Provide information to incoming callers as appropriate.
• Interact with courts and administrative agencies regarding hearings, motions and other appearances.

Administrative Tasks

• Schedule client and third-party calls and meetings.
• Maintain attorneys’ calendars and the Firm Master Calendar, ensuring calendars are accurate, organized and synchronized.
• Retrieve answering service messages and emails and ensure that they receive a prompt reply. Return calls if needed.
• Ensure that messages are added to the Firm’s contact management program.
• Receive mail, deliveries, and packages.
• Direct all mail and deliveries to the proper person.
• Stamp the date received on all incoming mail and dispose of junk mail.
• File documents in appropriate client files & sub-files.
• Organize documents in both paper and electronic files and maintain them per procedures.
• Perform other general office duties as requested.
• Make copies/ scan documents.
• Prepare and send legal correspondence as directed by attorneys.
• Set up new client files.
• Assist with documenting policies and procedures for your areas of responsibility.

Expectations

• Employees will immediately inform the Managing Attorney or Firm Owner when they require assistance to complete a task or if they do not understand how to complete a task or objective.
• Employees will always be courteous and patient, without exception.
• Employees will always cooperate and collaborate with everyone who works for the Firm.
• Employees will attend Firm meetings with a positive attitude, answer questions promptly and do everything possible to contribute to the meeting and the Firms’ missions.
• Employees will follow Firm policies and procedures.
• Employees will be accurate and honest at all times in their work and when answering questions.
• Employees will take personal responsibility and will focus on problem solving, not blaming others.

Qualifications

• You are scrupulously honest.
• You smile when you answer the phone.
• You have great organization skills and can think on your feet.
• You have brains, creativity, integrity, and a sense of humor.
• You love being an ambassador for a mission and team that delivers meaningful results to others and support your ethics and philosophies.
• You are proficient with calendar programs, Microsoft Office and contact management software.
• You love creating and following procedures and systems because they make your job easier.
• You can communicate with prospects and contacts with a sincere and warm smile, even on your "bad days".
• You have strong grammar and proofreading capabilities.
• You always present professionally, and you can see how our firm’s work will help you achieve your personal goals.

The candidate we seek has intelligence and imagination. You should be able to demonstrate good judgment, the ability to prioritize your activities with minimal supervision to meet deadlines and coordinate cheerfully with your fellow team members to get the job done.

You should have an above-average ability to learn and adapt as our business grows. In fact, we’d love to find someone who can see the big picture and then make recommendations for all the nitty-gritty details to make things better instead of waiting around for instructions.

We are looking for a long-term relationship with the right candidate. At our law firm we like to work hard and deliver exceptional results to our clients. We give praise, and correction, early and often. Your skin is thick enough and you have enough back-bone to take constructive criticism as education. Absolutely no "toxic" personalities are permitted on our team.

Education & Experience

An Associate’s Degree is preferred. A Bachelors’ Degree would be ideal.

The Receptionist should have some prior office experience, and experience with business phone systems and office computer systems and software.

HOW TO APPLY:

E-mail [email protected] the following documents with [insert your name] is your next Receptionist-Calendar Manager with your cover letter containing the following in bullet point format:

• What you think it takes to be a stellar Receptionist-Calendar Manager.
• What are you looking for in a job.
• What you bring to the table (i.e. qualities that would be of value to the firm).
• What you liked and did not like about this Ad. (You can be honest we will not hold it against you.)
• Salary requirements
• Resume
• References

Job Type: Full-time

Pay: $45,000.00 – $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Application Question(s):

• Have you read the entire ad to ensure that you know what to do in order to be considered for this position?

Education:

• High school or equivalent (Required)

Experience:

• Microsoft Office: 1 year (Preferred)
• Customer Service: 1 year (Preferred)

Language:

• Spanish (Preferred)

Ability to Relocate:

• Norwalk, CT 06851: Relocate before starting work (Required)

Work Location: In person

Title: BILINGUAL FRONT DESK RECEPTIONIST / CALENDAR MANAGER (Fluent English & Spanish)

Company: Law Offices of Matthew M. Maddox, LLC

Location: Norwalk