Front Desk Concierge & Legal Intake Specialist at Edgar Law Group, LLP San Jose, CA

Front Desk Concierge & Legal Intake Specialist job at Edgar Law Group, LLP. San Jose, CA.

Job Description

Edgar Law Group, LLP is seeking a full-time Receptionist & Client Concierge to support front-office operations, client intake, scheduling, client communication, document handling, and general administrative workflow.

This is an important client-facing role for someone who understands that the front desk of a law firm is not merely a reception station. It is a trust point, a communication hub, and often the first impression clients, prospective clients, vendors, visitors, courts, agencies, and referral sources have of the Firm.

The right person for this position will be professional, reliable, steady, discreet, detail-oriented, and highly accountable during the workday. This role requires someone who takes pride in being present, prepared, responsive, organized, and available during scheduled working hours. Because this position supports front-office coverage, client communication, intake, scheduling, and administrative workflow, dependability and clear communication are essential.

The ideal candidate will have prior experience in a law firm, professional services firm, tax office, accounting firm, or client-service office environment where accuracy, confidentiality, responsiveness, and sound judgment are required. Legal intake experience is helpful, but the most important qualities are professionalism, reliability, follow-through, attention to detail, comfort with technology, and the ability to communicate clearly with clients, prospective clients, attorneys, tax professionals, staff, vendors, and members of the public.

$20 - $23 hourly

Client-Focused & Front-Office Tasks

• Manage the front-office experience of the law firm during scheduled business hours
• Maintain reliable front-desk, phone, visitor, and client-service coverage throughout the workday
• Remain in the office and available during business hours, except for appropriate meal and rest breaks, brief personal needs, or coordinated work-related tasks away from the front desk
• Communicate clearly with the appropriate supervisor or team member before stepping away when coverage, client service, phone coverage, visitor handling, or office security may be affected
• Answer incoming calls professionally, take clear messages, and route calls and inquiries appropriately
• Greet clients, potential clients, visitors, vendors, and other guests in a courteous and professional manner
• Serve as an initial point of contact for potential new clients and help guide them through the Firm’s intake and consultation process
• Schedule consultations, confirm appointments, and help maintain accurate calendar information
• Follow up with potential new clients regarding documents, engagement materials, and next steps as directed
• Enter and update client, potential client, contact, scheduling, and intake information in Firm systems
• Track intake communications, consultation status, follow-up items, pending engagement materials, and related front-office activity
• Maintain confidentiality and handle sensitive client, Firm, financial, and operational information with care
• Communicate clearly with supervisors and team members regarding coverage, scheduling, client needs, task status, and workflow issues
• Identify missing information, unclear instructions, client-service issues, or administrative concerns and elevate them appropriately
• Contribute to a professional, respectful, reliable, and service-oriented office environment

Administrative Tasks

• Maintain and organize the Firm’s calendars, including consultations, meetings, statutory deadlines, court appointments, tax filings, and other scheduling obligations
• Coordinate with the IRS, courts, administrative agencies, vendors, and other outside parties regarding hearings, motions, appearances, deadlines, and scheduling matters as directed
• Ensure office systems, calendars, files, and records are organized, accurate, and up to date
• Manage incoming mail by sorting, date-stamping, scanning, saving, and routing it appropriately
• Scan, copy, upload, name, file, organize, and retrieve documents as needed
• Organize…