Client Relations Specialist; receptionist

About the Role

The Client Relations Specialist is the first point of contact for clients and visitors, ensuring a welcoming and professional experience. This role manages front desk operations, document handling, and client coordination while maintaining a clean and organized reception area. The Client Relations Specialist also assists with administrative tasks, scheduling, and payment processing to support efficient office operations.

The Client Relations Specialist plays a vital role in ensuring a positive client experience, smooth front desk operations, and accurate document handling.

This position requires strong communication skills, attention to detail, and a proactive approach to office management.

Client Interaction & Front Desk Management

Greet and check in with clients upon arrival, ensuring a warm and professional experience.
Offer water to clients and maintain a welcoming reception environment.
Notify attorneys and staff of in-person consultations promptly.
Provide quotes for walk-in clients regarding traffic cases for in-house counties.
Schedule and complete pre-screenings for walk-in PNCs requesting consultations.

Document Handling & Processing

Receive and scan incoming documents, ensuring proper classification.
Ensure confidentiality and proper handling of original documents, including:

• Reference Letters
• Criminal Records
• Sealed Medical Documents (must remain sealed)

Make copies of essential documents when the admin is not available such as:

• Passports
• Social Security Cards
• Birth Certificates
• Family Photos
• Tax Documents

Prepare contracts for new clients, ensuring all necessary documentation is completed.
Open new matters within the Clio case management system.

Mail & Office Organization

Receive, sort, and distribute incoming mail; sign certified mail as needed.
Manage legal documents sent via mail to all offices, ensuring accurate tracking.
Maintain a system to track file movement, including:

• who received the document
• who it is assigned to
• Date sent and received

Retrieve files from storage and ensure the filing system remains organized.
Keep business cards stocked and place orders when inventory is low.
Restock and maintain cleanliness in the client restroom and reception area.

Payment Processing & Office Support

Receive and process client payments, ensuring accuracy and documentation.
Assist clients with court cost payments when the system is functional.
Maintain inventory of office supplies, notifying office management when restocking is needed.
Receive email forms from Immigration LA, print, add signature tabs, and place them in the “Coming to Sign” box.

• Client Check-in Efficiency: 100% of clients greeted and checked in within 2 minutes of arrival.
• Document Processing Accuracy: 100% of documents scanned and correctly classified on the day received.
• Mail & File Organization:
  All incoming legal documents tracked and distributed within 24 hours.
• Client Satisfaction:
  Maintain 95% positive feedback from clients on reception experience.
• Payment Processing Efficiency: 100% accuracy in receiving and recording client payments.
• Office Readiness:
  Reception and client areas maintained in clean and organized condition at all times.