Legal Receptionist

Legal Receptionist Opportunities at

Crow Estate Planning and Probate

Nashville, TN

Crow Estate Planning & Probate, PLC is a reputable and fast-growing estate planning law firm with offices in Nashville, TN, Clarksville, TN, and Hopkinsville, KY. Our primary mission is to protect our clients’ legacies, ensuring their assets are secured and transferred according to their wishes. 

If you enjoy serving people in the legal field, are a Chatty Cathy, like to learn, have a knack for organization, and thrive in a fast-paced environment, this position might be up your alley.

Core Values

• We treat one another as we would want to be treated ourselves. 
• We prioritize continuous learning, understanding that it is an essential element of success in the ever-evolving legal landscape as well as personal development. 
• We highly value open debate, acknowledging that all perspectives are instrumental in forging the best path forward. 
• Our workplace is characterized by an atmosphere of camaraderie and laughter, which fuels a harmonious and productive work environment. 
• We maintain that ego should never overshadow the importance of teamwork and the shared objective of serving our clients. 
• Character and integrity are fundamental components of a successful law practice. 

Overview of Position

In short, this position requires you to ensure that our clients are informed, guided, and feel cared for and valued. You would be the front lines for clients contacting the firm. To be clear, this legal position is more than a typical receptionist. You are not simply answering and forwarding calls. Your goal would be to listen to the client’s legal inquiry, provide them guidance on certain legal processes, and learn about the client – their background, their family, their preferences, and distastes. You would then harness this knowledge about the client to provide them a world class experience each time they have an interaction with the firm.

You would also be responsible for assisting paralegals in filing legal documents with court, preparing estate planning documents for signing, and running errands to court, the post office, bank, and Register of Deeds.

NOTE: Because this is a receptionist position, please take the time to answer the phone interview questions through Indeed. How you sound is a determinative factor in hiring for this position.

Our Clientele

Our typical client is 50 years old or older, primarily female, a grandparent, on the conservative side, and has retired or is about to retire. They rightfully expect a high level of client service, personal attention, and superior expertise. Our goal is to provide an excellent customer experience for the client and build our relationship with them to better understand their goals and the legacy they seek to protect. 

Key Responsibilities

Client Interaction and Support:

• Serve as the first point of contact for clients visiting or calling the firm, setting a positive and professional tone for their experience.
• Listen attentively to client inquiries and concerns, providing initial guidance on legal processes and what they can expect when working with our firm.
• Gather and record key information about clients, including their background, family details, preferences, and any specific needs or concerns, to personalize their experience with the firm.
• Maintain confidentiality and sensitivity when handling client information and communications.
• Assist in scheduling appointments and managing calendars for attorneys to ensure efficient workflow and client satisfaction.

Administrative Support:

• Prepare and organize estate planning and other legal documents for client meetings and signings, ensuring accuracy and completeness.
• Support paralegals and attorneys with filing documents with courts, including coordinating the delivery and retrieval of legal documents as required.
• Perform general office duties, such as handling mail, scanning, photocopying, and maintaining a clean and welcoming reception area.

Legal Process Assistance:

• Provide basic information to clients about the legal processes relevant to their cases
• Assist with the collection and preparation of preliminary documentation and information needed for client cases.
• Accompany or represent the firm in running errands to courts, the post office, and the Register of Deeds as needed for case preparation and document filing.

Client Relationship Management:

• Utilize the firm’s client relationship management (CRM) system to track client interactions, preferences, and feedback to continually enhance the client experience.
• Follow up with clients as needed to collect additional information, confirm appointments, or provide updates on their cases, ensuring a seamless communication flow.

What We Are Not Looking For

Please do not apply to this position if you: 

• Do not enjoy interacting with strangers
• Do not enjoy the legal field or legal work
• Hate talking on the phone
• Extremely introverted
• Not willing to take the initiative
• Looking for a short-term job
• Not able to keep up with a face paced environment
• Not able to work well with others

Desired Attributes

Friendly and outgoing demeanor: Candidate should be friendly and engaging with clients making them feel welcome and supported throughout their experience with the firm.

High work ethic: We have a very busy office and this position in particular can be demanding at times. The candidate should be able to work hard to achieve goals and keep up in a fast paced environment.

Lifelong learner: The candidate should always be curious and always try to learn something new to improve themselves.

Integrity and ethical behavior: The candidate should demonstrate high ethical standards and professionalism in all aspects of their work, and be able to represent the firm in a manner that aligns with its values and mission.

Sense of humor: Candidate should enjoy laughing and have a work hard/play hard mentality.

Self-Starter: Candidates should be independent and not require constant prodding or oversight.

Excellent communication skills: The candidate must be able to communicate effectively both in writing and verbally.

Attention to detail: The candidate should possess a keen eye for detail, ensuring that all information obtained from clients is accurate.

Results-oriented mindset: The candidate should be focused on achieving measurable results and consistently push themselves to improve and do better.

Collaborative spirit: The candidate should be a team player who is able to work effectively clients, staff, attorneys, and the administrative team to achieve shared goals.

Resilience and persistence: The candidate should be able to maintain focus and determination in the face of challenges and setbacks, and continue working towards marketing objectives even in difficult circumstances.

Proficient in Microsoft Word, Excel, Outlook, and Adobe: The candidate should be able to do most functions on these platforms as we use them on a regular basis in the firm.

Qualifications

• High school diploma is necessary but an Associates or Bachelor’s Degree is preferred.
• Experience as a legal secretary, legal assistant, or paralegal is preferred but not required
• 3 years or more in customer service
• Must be Notary Public (or willing to be one)

Compensation

We offer competitive salaries and desire candidates that are looking for long term employment and the ability to grow with the firm. 

• Salaried position with compensation based upon experience level 
• Vacation is gained on an accrual basis 
• 5 paid sick days/personal days 
• Paid holidays 
• Health insurance 
• Short term disability 
• Long term disability 
• Life insurance 
• We offer vision, dental, and critical illness insurance, but we do not offer compensation for those currently 
• Retirement plan with 3% matching by employer after one year of employment 

Job Type:

• Full-time
• Monday-Friday
• 8-hour shift
• In-person at our office in Nashville, TN 37212