Job Description

About the Receptionist - Executive Assistant: The Receptionist - Executive Assistant serves as a primary point of contact for the Firm, cordially greeting callers and expertly assisting and directing them, while also warmly welcoming visitors to the TMAPC office. The Receptionist plays a critical role on the Client Intake Team– handling the initial evaluation of potential new clients (“PNCs”) for personal injury claims using predetermined qualifying questions. This role requires a highly organized, detail-oriented individual with strong communication skills and proficiency using software/technology platforms. The Receptionist exemplifies the TMAPC commitment to providing exceptional customer service while also providing ad hoc administrative support for Firm Leadership. Responsibilities: Welcome and PNC Screening: • Initial Contact: Serve as the initial point of contact for potential new clients calling or visiting the Firm. Greet clients warmly and professionally • Cordially Answer and Direct Phone Calls: Answer phone calls warmly and professionally, exemplifying the Firm’s commitment to exceptional client service • Qualifying Questions: Ask a series of predetermined, basic qualifying questions to assess the potential client's situation. These questions are designed to gather preliminary information such as the nature of the injury, the date of the incident, and whether the incident falls within the Firm's practice areas • Transfer Calls: Upon qualifying PNCs, the Receptionist is responsible for transferring the call to a Legal Intake Specialist to complete the intake process Other Administrative Duties: • PNC Qualification Escalation/Legal Review - Communicate with attorneys about certain PNC qualification matters to ascertain appropriate next steps • Front Desk Coverage - Coordinate with Intake Specialist and Claims Coordinator to ensure front desk and phone coverage during the Firm’s business hours • Scheduling: Schedule appointments and/or meetings as requested by TMAPC leadership • Data Entry: Accurately enter client information into the Firm's management system from initial calls or meetings, ensuring confidentiality and data integrity • Document Handling: Assist in managing and distributing incoming and outgoing correspondence, including mail, email, faxes, and SMS related to clients and other Firm business • Office Supply Management: Ensure the reception area remains tidy and welcoming for clients. Manage office supplies and coordinate with vendors for office needs • Other Administrative Tasks: The receptionist shall be responsible for certain other administrative tasks as directed by TMAPC leadership Qualifications: • At least three years of receptionist or executive assistant experience required • Associate's degree or certification in office administration (preferred) • 2 to 5 years of experience with a Personal Injury law firm preferred • Ability to manage multiple tasks and prioritize effectively • Prior experience as a receptionist and/or executive assistant in a similar customer-facing role • Outstanding communication, writing, and public relations skills • Professional communication style and demeanor • Strong proficiency with multi-line phone systems and Microsoft programs (Word, Excel, PowerPoint) • Willingness and ability to utilize an online client management platform • Experience with data analytics and marketing automation platforms • Solution-based mindset/problem-solver • Results-oriented with a data-driven approach • Passionate client advocacy • Business-Minded spirit • Is or willing to become a notary public About Company: T. Madden & Associates P.C. (“TMAPC” or the “Firm”) is a personal injury law firm based in Atlanta, Decatur, and Jonesboro, Georgia. TMAPC specializes in personal injury cases, including motor vehicle and trucking accidents, catastrophic injury, and wrongful death. We are a diverse and dedicated team committed to providing exceptional legal services to clients while fostering a positive and collaborative work environment for our team.

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