📞 Now Hiring: Receptionist and Intake Specialist

Are you a compassionate, organized professional who enjoys helping people and thrives in a fast-paced environment? Heartland Law Firm is seeking a "Receptionist and Intake Specialist" to serve as the first point of contact for our clients. This role is essential to creating a welcoming experience while ensuring every caller receives prompt, professional, and caring service. About the Role As our Receptionist and Intake Specialist, you will be the voice of Heartland Law Firm. You'll answer incoming calls and text messages, assist prospective and existing clients, schedule consultations, and ensure every interaction is accurately documented. Your ability to communicate with empathy, stay organized, and manage multiple priorities will directly contribute to the success of our clients and legal team. Key Responsibilities * Answer all incoming phone calls and text messages for the firm * Serve as the first point of contact for prospective and existing clients * Screen potential new clients to determine the nature of their legal matter * Schedule consultations with the appropriate attorney or legal team member * Route messages and requests from current clients to the appropriate staff member * Provide compassionate, professional service during every interaction * Accurately document all client communications in Clio * Maintain the firm's Call Tracker with detailed call outcomes * Monitor missed calls and ensure timely callbacks * Respond promptly and professionally to incoming text messages * Maintain organized client records and ensure no communication goes unanswered What We're Looking For The ideal candidate is someone who is: * Friendly, compassionate, and patient with people from all walks of life * An excellent communicator with strong phone etiquette * Highly organized and detail-oriented * Comfortable managing multiple tasks in a fast-paced environment * Professional, dependable, and able to maintain confidentiality * Proficient with computers and able to learn case management software (experience with Clio is a plus) Expectations for Success *Professional Communication * Answer calls promptly and professionally * Listen actively and communicate with empathy and respect * Ensure every client feels heard and valued Organization & Documentation * Maintain accurate notes in Clio * Log every call in the Call Tracker * Keep records clear, complete, and useful for the legal team Responsiveness * Return missed calls promptly * Respond to all incoming text messages in a timely manner * Ensure no client inquiry is left unanswered Accuracy & Confidentiality * Follow firm intake procedures when screening new leads * Schedule appointments accurately * Protect confidential client information at all times Qualifications * High school diploma or equivalent required * Previous customer service, receptionist, call center, or administrative experience preferred * Experience in a law firm or legal office is a plus but not required * Strong verbal and written communication skills * Excellent organizational and time management abilities * Ability to remain calm, professional, and compassionate in sensitive situations Why Join Heartland Law Firm? At Heartland Law Firm, we are passionate about helping families navigate some of life's most important legal decisions. We value teamwork, integrity, compassion, and exceptional client service. If you're looking for a meaningful career where you can make a difference every day, we'd love to hear from you. Apply today and become the welcoming voice that helps clients take their first step toward peace of mind.