About Ruben Law Group A client-focused personal injury firm dedicated to compassionate, results-driven representation. We prioritize clear communication, timely service, and supporting clients through stressful post-accident processes.
Position summary (Looking for Tucson & Phoenix) The Receptionist is the first point of contact for clients, medical providers, insurers, and visitors. This role handles front-desk operations, client intake support, phone triage, appointment coordination, and general administrative tasks to ensure a professional, efficient client experience.
Key responsibilities Greet clients and visitors professionally; maintain a welcoming waiting area. Answer multi-line phones promptly; screen and route calls; take accurate messages. Conduct basic client intake: collect contact info, accident details, insurance and medical provider names; enter data into case management system. Schedule and confirm appointments for attorneys, paralegals, and medical evaluations. Receive, sort, and distribute mail, courier packages, and legal documents. Manage incoming electronic communications (email, online contact forms) and escalate urgent inquiries. Maintain appointment calendars and client records; update case management system accurately. Assist with billing inquiries, fee agreement distribution, and obtaining authorizations as directed. Coordinate with medical offices, body shops, and insurers to request records or set appointments. Keep office supplies stocked and monitor front-desk equipment; coordinate maintenance as needed. Ensure confidentiality and compliance with HIPAA and firm policies. Perform other administrative tasks and special projects as assigned. Required qualifications High school diploma or equivalent; some college or administrative/legal training preferred. 1+ year front-desk or receptionist experience; prior experience in a law firm, medical office, or personal injury environment strongly preferred. Proficient with Microsoft Office; experience with legal case management or CRM systems preferred. Excellent verbal and written communication skills. Strong organizational skills, attention to detail, and ability to multitask in a fast-paced environment. Professional demeanor, empathy, and excellent customer-service orientation. Reliable, punctual, and able to maintain strict confidentiality. Preferred skills Bilingual (Spanish/English) highly desirable. Familiarity with HIPAA, medical records requests, and basic insurance terminology. Ability to handle distressed or upset callers calmly and professionally. Work conditions & schedule Typical business hours (e.g., Monday-Friday, 8:00 AM-5:00 PM); occasional extended hours or special events as needed. On-site role; light physical activity (standing, walking, occasional lifting of office supplies up to ~25 lbs). Compensation & benefits Competitive hourly salary with ability to learn more. Benefits may include health insurance stipend, paid time off, details to be provided during hiring.
How to apply Send resume and brief cover letter to [email protected] with subject line "Receptionist - Ruben Law Group." Include availability and any bilingual skills.
