Virtual Receptionist / Office Manager

Job Description

ABOUT JOB

The firm is committed to exceptional client experience, precise communication, and a sophisticated, professional standard at every touchpoint. As a virtual firm, success depends on streamlined systems, strong communication, and highly organized team members who take ownership of their roles.

Job Summary
The Receptionist / Virtual Office Manager ensures smooth daily operations, delivers an outstanding first impression for all callers and visitors, supports the Owner with executive-level tasks, and manages the firm’s communication and administrative workflows in a virtual environment.

Duties

• Call Handling & First Impressions: Answer and route incoming calls
• Client & Intake Communication: Respond to routine client inquiries, route legal questions appropriately, and maintain composure in high-conflict situations.
• Email, Chat & Message Triage: Monitor firm inboxes, categorize and prioritize messages, respond to administrative inquiries using templates, and flag time-sensitive communications.
• Scheduling & Calendar Coordination: Schedule consultations, meetings, and court calls; coordinate across multiple calendars; send confirmations and reminders to reduce no-shows.
• Brand, Confidentiality & Standards: Represent the firm’s voice and values and follow approved scripts, maintain strict confidentiality.
• Reporting & Accountability: Track call volume, missed calls, bookings, response times, and meet performance benchmarks.
• Internal Coordination: Coordinate with legal and billing teams, and escalate issues impacting client experience.
• Executive Inbox Support: Triage the Managing Attorney’s inbox, draft administrative responses, organize communications, and prepare summaries as needed.
• Virtual Office & Admin Support: Manage phone systems, calendars, virtual meeting tools, document intake, templates and spreadsheets.

Requirements

• 2+ years as a receptionist, administrative assistant, EA, or office manager
• Strong phone, writing, and organizational skills
• Proficiency with Google Workspace, VOP systems and modern communication tools

Expected hours: 40.0 per week

Work Location: Remote

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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