Don Shaw Law Administrative Coordinator (Front Desk) Arlington, VA · Full time Company website

Apply for Administrative Coordinator (Front Desk)

We are an expanding, niche estate planning firm headquartered in Northern Virginia. We support clients across Virginia, Maryland, West Virginia, and the District of Columbia with tailored estate planning services, and we manage probate matters statewide in Virginia.

About the role

You are the front of the firm. On any given day you are talking to a widow whose husband died last week, an opposing counsel, a court clerk, a courier, and three people trying to sell us software. You decide, in the first fifteen seconds, which one you are dealing with and where it goes. When it is a prospective client, how that call goes often determines whether they hire us.

We are an estate planning, probate, and guardianship firm. Our clients come to us during real life transitions, and the tone of the front office sets the tone of the whole engagement.

What you will do

Phones and front desk

• Answer and route all incoming calls with warmth, discretion, and speed
• Handle the first conversation with prospective clients and capture accurate information
• Greet clients and visitors, announce arrivals, keep the reception area sharp
• Accept deliveries, handle outgoing mail and couriers

Scheduling and meeting support

• Schedule consultations and maintain the Arlington calendar
• Prepare conference rooms for meetings and signings, reset them afterward
• Keep the office stocked and running

Support work

• Scanning, filing, data entry, and confidential document handling
• Backup call coverage for the legal and intake teams
• Monitor office equipment and supplies, report and resolve issues

What we need

• Two or more years on a business phone line in a professional setting. Law firm, medical or dental practice, hotel front desk, and bank branch experience all transfer well.
• Composure on emotionally difficult calls. Our callers are often grieving or under stress. You will hear about it.
• Judgment about what you can and cannot answer, and the discipline to hand off rather than guess. We will train you on where those lines are.
• Reliability. This is a single coverage seat and the office does not open without you.
• Comfort with Outlook and the ability to learn our practice management system quickly

What we offer

• Health coverage, paid time off, paid holidays
• A defined path to Intake Specialist for the right person

To apply

Apply through this posting with your resume and complete the questions below. We review every application and contact the candidates we want to speak with. Please do not call the office for status updates.