Receptionist, Tennessee Office

The Opportunity: Join TopDog Law and Build Something Meaningful

This Role Is An Opportunity To

• Join a rapidly growing national firm at a formative stage
• Make a visible, measurable impact on a rapidly growing business
• Grow your skills, responsibility, and influence as the firm scales
• Work alongside high-caliber, mission-driven teammates who care deeply about doing great work

We are looking for people who don’t just want a job, they want purpose and impact.

Job Overview

The Client Success Receptionist is the welcoming voice and face of TopDog Law, creating positive first impressions for clients, medical providers, courts, and other callers. As the first point of contact, this role plays a critical part in delivering an exceptional client experience by providing compassionate, professional, and efficient service with every interaction.

This position is responsible for answering and routing inbound calls, resolving routine client inquiries, and ensuring callers are connected with the right person as quickly as possible. Beyond the phones, the Client Success Receptionist manages the daily flow of incoming and outgoing mail, ensuring legal documents, checks, and other time-sensitive correspondence are accurately processed, tracked, and distributed.

Success in this role requires outstanding communication skills, exceptional attention to detail, and a genuine passion for helping others. The ideal candidate thrives in a fast-paced environment, embraces technology, remains calm under pressure, and takes pride in delivering a seamless experience that reflects TopDog Law's commitment to outstanding client service.

What You’ll Do

In this role, you will be responsible for:

Client Experience

• Serve as the first point of contact for clients, medical providers, courts, and business partners by answering inbound calls through Genesys Cloud with professionalism, empathy, and urgency.
• Deliver an exceptional client experience by resolving common questions on the first interaction whenever possible and minimizing unnecessary call transfers.
• Route callers to the appropriate attorney, paralegal, case owner, or department using established call routing procedures.
• Accurately document client interactions, update case information, and maintain detailed records within Filevine and other internal systems.
• Monitor voicemail queues and ensure messages are routed or addressed within established service level expectations.
• Protect the confidentiality of all client and firm information in accordance with company policies and legal requirements.

Mail & Office Operations

• Receive, sort, scan, distribute, and prepare incoming and outgoing mail, including legal documents, settlement checks, certified mail, and other time-sensitive correspondence.
• Coordinate with attorneys, paralegals, and administrative staff to ensure documents and mail are delivered accurately and promptly.
• Prepare overnight shipments, courier packages, and certified mail as needed.
• Maintain organized mail logs, tracking records, and chain-of-custody documentation where applicable.
• Assist with general office administrative responsibilities, including filing, scanning, copying, inventory management, and maintaining office supplies.

Operational Excellence

• Meet or exceed established service level expectations for responsiveness, quality, professionalism, and client satisfaction.
• Identify opportunities to improve workflows, client experiences, and operational efficiency.
• Support firm-wide initiatives, process improvements, and special projects as assigned.
• Perform other client support and administrative duties as needed to support business operations.

At TopDog Law, everyone is expected to think critically, communicate clearly, and take ownership of their work.

How This Role Drives The Business

This role is critical to our success because it:

• Directly impacts [clients / revenue / case outcomes / team efficiency]
• Supports speed, quality, and consistency as we scale
• Helps protect and elevate the TopDog Law brand and client experience
• Strengthens the foundation needed to grow responsibly and sustainably

What Success Looks Like

Within your first 6–12 months, success in this role looks like:

• You consistently deliver on commitments with minimal oversight
• You proactively identify issues and propose solutions
• Your work raises the bar for quality, clarity, and follow-through
• You are viewed as a reliable, trusted partner by teammates and leaders
• You contribute positively to team energy, morale, and momentum

Qualifications

Required:

• High school diploma or equivalent required.
• Previous receptionist, customer service, call center, or administrative experience preferred.
• Excellent verbal and written communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Comfortable learning and utilizing technology inclu…