Receptionist, Administrative​/Clerical

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Title: Senior Receptionist, Intake & Administrative Coordinator

Reports To: Office Manager

Location: Downtown Phoenix, City Scape (in office, full time)

Position Type: Full-Time, Hourly

Our partner is seeking a highly organized, reliable, tech-forward Receptionist, Intake & Administrative Coordinator to become a core member of our Administrative team. This role is equal parts receptionist, administrative assistant, and intake specialist, making it one of the most critical operational positions in the firm.

You will control the front‑of‑house experience, support Intake by taking and fielding calls, manage administrative workflows, and help keep the entire office moving smoothly. You’ll be the first point of contact for clients and the go‑to support resource for leadership and staff across multiple departments.

This role requires someone who is on time every single day, will work late when needed, thrives in a structured, fast‑paced environment, communicates with clarity, and takes immense pride in keeping the firm running at a high standard.

• Greet clients, visitors, vendors, and couriers with warmth and professionalism.
• Process mail and packages quickly and efficiently.
• Manage all incoming calls, messages, and communications through Ring Central and File Vine.
• Facilitate the visitor check‑in process, validate parking, and coordinate arrivals with team members.
• Keep the lobby, conference rooms, and all client‑facing spaces clean, stocked, and organized throughout the day.
• Set up and break down all conference rooms daily for meetings, mediations, depositions, and attorney filming sessions.
• Understand all firm technology and act as a proactive troubleshooter.
• Support on‑site client testimonial/attorney filming days (prep, coordination, hospitality).
• Maintain a polished, calm, and helpful front‑of‑house presence at all times.

• Conduct new client intake interviews with accuracy, empathy, and adherence to our partner’s protocols. Offer callers White Glove Service.
• Enter and maintain intake data in File Vine, Lead Docket, and related systems with near‑zero errors.
• Assist with lead follow‑up, unsigned contracts, appointment confirmations, and documentation requests.
• Perform early case qualification and elevate red flags or incomplete information appropriately.
• Coordinate warm handoffs to the Intake Team and ensure smooth transitions across departments.

• Manage daily mail: collect, sort, distribute, file, and send welcome packets.
• Prepare Fed Ex/UPS shipments and maintain courier relationships.
• Scan, rename, and upload documents using firm naming conventions.
• Assist with onboarding preparation, and administrative task organization under Office Manager guidance.
• Support vendor communications, office maintenance needs, and supply procurement.

• Assist with scheduling, logistics, setup, and cleanup for firm‑wide events.
• Support special projects such as notary renewals, compliance tracking, File Vine cleanup, new software rollouts, and marketing filming days.
• Maintain project trackers, checklists, and communicate updates clearly to leadership.

• Reliability: Consistently on time, every day—because the firm cannot open or function without this role present.
• Operational Awareness: Knows what’s happening in the office at all times and stays several steps ahead.
• Communication Mastery: Clear, timely, accurate communication with all departments, vertically and laterally.
• Technology Comfort: Loves learning new software, testing tools, troubleshooting basics, and supporting tech‑forward rollouts.
• High Standards: Maintains a polished, organized, and welcoming environment while delivering white‑glove service.
• Confidentiality & Trustworthiness: Handles sensitive client and firm information with absolute discretion.

• At least 3 years of experience in a personal injury law firm, administrative, intake, receptionist, or customer‑facing…