Front Office & Client Experience Coordinator (Receptionist)

Job Description

Job Description

Description:

At Grand Canyon Law Group, we help good people accused of a crime take control of their case and save their future.

The Front Office & Client Experience Coordinator is often the first voice a client hears and the first face they see when they walk through our doors. This role is essential to creating a welcoming, professional, and organized environment while supporting the day-to-day flow of the office.

This is more than a traditional receptionist role. This position plays a key part in shaping the client experience, supporting intake and administrative workflows, and ensuring the front office runs with compassion, honesty, and results.

We are looking for a bright, driven, and polished professional who can bring calm to high-stress situations, communicate with confidence and empathy, and take ownership of the front office with urgency and care.

Core Responsibilities

Client Experience & Front Office

• Serve as the first point of contact for clients, potential new clients, guests, and referral partners
• Welcome visitors with warmth, professionalism, and confidence
• Maintain a polished, organized, and client-ready lobby, reception area, and conference rooms
• Help create a calm, supportive, and professional environment for individuals and families who may be going through difficult situations

Phone & Communication Support

• Answer incoming calls promptly and professionally
• Route current client calls, potential new client calls, and outside calls to the appropriate team members
• Take accurate messages and ensure timely follow-up
• Support strong communication flow between clients, intake, legal teams, and leadership

Administrative & Operational Support

• Assist with office opening and closing procedures
• Help maintain office supplies, refreshments, and front office organization
• Support administrative tasks such as data entry, document handling, reporting, and scheduling support as assigned
• Assist with recurring office coordination tasks, including supply ordering, lunch coordination, and general front office upkeep

Billing & Intake Support

• Assist with in-person payment handling and related documentation in accordance with firm procedures
• Support intake and CRM-related administrative workflows with accuracy and urgency
• Help ensure client information, documentation, and internal follow-up tasks are handled properly

What Success Looks Like in This Role

• Every client and guest feels welcomed, respected, and cared for
• The front office stays organized, polished, and professional
• Calls, messages, and administrative tasks are handled accurately and promptly
• Communication is clear, honest, and dependable
• The role is approached with urgency, ownership, and attention to detail
• The Front Office Coordinator reflects the firm’s core values of Compassion, Honesty, and Results in every interaction

Requirements:

Required Qualifications

• At least 2 years of experience in a receptionist, front desk, administrative, client service, or office coordination role
• Strong verbal and written communication skills
• Professional presence with a warm, polished, and confident demeanor
• Strong organizational skills and attention to detail
• Ability to manage multiple priorities in a fast-paced environment
• Ability to remain calm, professional, and compassionate during stressful or emotionally charged interactions
• Comfortable handling sensitive and confidential information with discretion
• Experience using office technology and software systems, including email, calendars, and data entry platforms
• Ability to follow written procedures and firm processes consistently
• Ability to occasionally lift or move office supplies, deliveries, or similar items up to 20 pounds
• Must be able to work full-time, on-site, Monday through Friday

Preferred Qualifications

• Experience working in a law firm, medical office, or other professional services environment
• Experience in a client-facing role involving high call volume and in-person interaction
• Familiarity with CRM, case management, billing, or scheduling systems
• Experience handling payments, client documentation, or administrative reporting
• Bilingual abilities are a plus, particularly Spanish

Key Traits for Success

• Bright, driven, and eager to grow
• Compassionate and service-minded
• Honest, dependable, and accountable
• Highly organized and proactive
• Strong sense of urgency
• Emotionally intelligent and professional under pressure
• Team-oriented, coachable, and solutions-focused