Legal Receptionist VA
A senior Legal Receptionist answers your firm's calls and enquiries professionally, screens and routes callers, and books appointments, so every prospective client is captured and existing clients feel looked after.
- Top 1% vetted talent
- No lock-in contracts
- Replacement guarantee
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Hourly rates · No lock-in contracts
Description
A Legal Receptionist VA manages incoming calls and enquiries for a law firm, screens callers, books appointments and makes sure messages reach the right person. They can also manage reception inboxes, web chat, voicemail and basic conflict checks. Outsource Teams provides top 1% vetted talent with legal reception experience, no lock-in contracts and a replacement guarantee, helping firms respond professionally to new enquiries while keeping existing clients informed.
Responsibilities
- Answer incoming calls on the firm's phone system within three rings using the agreed greeting and script.
- Screen callers, capture their details and reason for calling, and route to the right lawyer or take a complete message.
- Book consultations and meetings in the firm's calendar or practice management system and send confirmations.
- Run basic conflict checks on new enquiries before booking an appointment with a lawyer.
- Manage the shared reception inbox, web chat and voicemail so no enquiry sits unanswered.
- Log every enquiry in the CRM or intake system with source, matter type and next step.
- Coordinate courier, mail and document deliveries with the office team.
- Maintain strict client confidentiality and never discuss a matter with anyone not authorised on the file.
- Report weekly on call volumes, missed calls and enquiry conversion.
Software & Tools
Requirements
- At least 5 years in reception or front-of-house roles, with a minimum of 2 years in a law firm.
- Experience on a cloud phone system such as RingCentral, 8x8, Dialpad or a virtual receptionist platform.
- Familiarity with Clio, LEAP, Actionstep or a similar legal practice management tool for bookings and intake.
- Warm, articulate spoken English with a professional telephone manner and accurate message taking.
- Ability to stay calm and discreet with distressed or difficult callers.
- Understanding of legal confidentiality and conflict-of-interest basics.
- Quiet home office, reliable fibre-grade internet with backup power, and availability across the firm's opening hours.
Frequently Asked Questions
What enquiries can they handle?
They can answer calls, capture caller details, route enquiries, take messages, manage reception inboxes and book consultations.
Can they help with new client enquiries?
Yes. They can conduct basic conflict checks, log the enquiry and arrange an appointment with the appropriate lawyer.
What systems can they use?
They can work with Clio, LEAP, Smokeball, RingCentral, Microsoft 365 and MyCase.
How experienced are the candidates?
Candidates are expected to have at least five years in reception or front-of-house work, including a minimum of two years in a law firm.
How much does it cost?
Rates start at $5 USD per hour for entry level, $7 USD per hour for intermediate and $9 USD per hour for senior talent. Full-time and part-time options are available.
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