Position Summary
The Inbox Support Receptionist is responsible for managing the firm's central inbox, coordinating incoming client communications, and supporting legal intake and administrative workflows. This role ensures requests are acknowledged, organized, prioritized, and routed efficiently while maintaining accurate documentation and providing exceptional internal and client support. The ideal candidate is highly organized, detail-oriented, and able to handle confidential information with professionalism and discretion.
Responsibilities:
- Monitor and manage the central inbox throughout the workday.
- Acknowledge receipt of incoming client instructions and communications.
- Organize and categorize incoming requests and documentation.
- Review and prioritize communications based on urgency, client, matter type, and internal ownership.
- Route requests to the appropriate legal or operational team members.
- Track pending responses and follow-up activities to ensure timely completion.
- Maintain accurate records of incoming instructions and communications.
- Support legal intake and administrative document intake processes.
- Assist with matter organization and workflow tracking.
- Identify and escalate urgent or sensitive matters promptly.
- Maintain effective communication between clients and internal teams.
- Provide administrative support for legal operations.
- Ensure confidential information is handled securely and professionally.
- Follow established procedures, workflows, and escalation paths.
Requirements:
- 1–2 years of experience in administrative support, legal support, intake coordination, or professional services.
- Experience working with law firms, legal service providers, or professional services organizations preferred.
- Strong written and reading comprehension in English.
- Experience managing shared inboxes, client communications, and task routing.
- Excellent organizational and documentation skills.
- Strong attention to detail and accuracy.
- Experience with data entry and document management.
- Ability to manage multiple priorities and meet deadlines.
- Proficiency with Microsoft Office or Google Workspace.
- Ability to identify urgent communications and follow escalation procedures.
- Comfortable handling confidential and sensitive information.
- Ability to work independently with minimal supervision.
- Professional, reliable, and responsive work style.
Nice to Have:
- Experience supporting UK, U.S., or international clients.
- Experience with legal intake or legal operations workflows.
- Experience managing shared email inboxes.
- Knowledge of legal documentation and matter management processes.
- Experience using workflow or task management systems.
- Understanding of legal services or professional services environments.
What Success Looks Like:
- Incoming communications are acknowledged promptly and professionally.
- Requests are accurately categorized and routed to the appropriate team members.
- Follow-up activities are completed on time.
- Inbox response times consistently meet service expectations.
- Documentation remains accurate, organized, and up to date.
- Urgent matters are identified and escalated appropriately.
- Client and internal communications are handled professionally.
- Administrative workflows operate efficiently with minimal bottlenecks.
- Confidential information is managed securely and responsibly.
- Internal teams receive timely, accurate, and well-organized operational support.
Job Type: Full-time
Language:
- English Fluently (Required)
Work Location: In person
