Client Experience & Reception

• Serve as the welcoming face of Hailey Petty Law Firm for clients, prospective clients, vendors, and visitors.

• Greet visitors promptly and professionally.

• Maintain a professional, organized, and welcoming reception area.

• Answer all inbound calls with professionalism, warmth, and confidence.

• Determine the purpose and urgency of incoming calls and appropriately route calls to the correct team member or department.

• Take accurate messages when team members are unavailable and ensure appropriate follow-up.

• Assist clients with basic questions and direct them to the appropriate resource without providing legal advice.

• Maintain confidentiality and professionalism when handling sensitive client information.

Call Management

• Manage and delegate inbound calls across the firm.

• Understand firm departments, team responsibilities, and escalation procedures.

• Accurately identify when a call should be directed to Intake, Billing, Legal Production, an attorney, or Firm Administration.

• Monitor call activity and ensure messages are communicated promptly.

• Assist with maintaining professional telephone standards across the firm.

Client & File Preparation

• Prepare physical and electronic materials needed for client meetings and appointments.

• Ensure conference rooms and client-facing spaces are prepared before meetings.

• Assemble client packets, welcome materials, documents, and other meeting materials as requested.

• Assist with organizing and maintaining client files in accordance with firm procedures.

• Support attorneys, paralegals, and legal production staff with administrative preparation for client meetings.

Office Administration

• Monitor office supply levels and place orders as needed.

• Maintain organized supply areas.

• Receive and distribute mail, packages, and deliveries.

• Coordinate routine office needs and communicate issues to the Firm Administrator.

• Assist with copying, scanning, printing, filing, and other administrative tasks.

• Support office events, meetings, and firm initiatives.

• Maintain a clean, professional, and client-ready reception area.

Administrative Support

• Provide administrative support to attorneys, legal production, intake, billing, and leadership as assigned.

• Assist with data entry and routine administrative tasks.

• Help coordinate meetings and internal logistics.

• Assist with special projects and process-improvement initiatives.

• Follow firm SOPs and administrative procedures consistently.

Client Service Expectations

Every interaction should reflect the firm's commitment to providing an exceptional client experience. The Receptionist should:

• Be warm, professional, and solution-oriented.

• Treat every client with patience and respect.

• Protect client confidentiality.

• Take ownership of requests rather than simply passing problems along.

• Communicate clearly and promptly.

• Escalate issues appropriately when they require additional authority or expertise.

• 1–3 years of experience in reception, administrative support, customer service, legal, medical, professional services, or a similar environment preferred.

• Excellent verbal and written communication skills.

• Professional and polished phone presence.

• Strong organizational and time-management skills.

• Ability to multitask and prioritize competing demands.

• Strong attention to detail.

• Comfortable learning and using technology and business software.

• Ability to maintain confidentiality.

• Professional demeanor and strong interpersonal skills.

• Ability to work effectively in a fast-paced professional environment.

Hailey-Petty Law Firm, PLLC makes estate planning your Legacy, not a burden for your loved ones.

Our commitment is to support clients at every stage, guided by a few core principles:

• Education. We focus on helping clients fully understand their legal situations and options to ensure they feel informed and confident in making the best decisions.
• Building Trust. We aim to build that trust by maintaining open, transparent communication and providing honest guidance.
• Collaboration. We foster a collaborative environment where clients' thoughts, concerns, and questions are always welcomed, ensuring that our legal strategy reflects their unique perspective.