The Receptionist serves as the first point of contact for Blair Cato Pickren Casterline, LLC, providing a professional and welcoming experience for clients, visitors, and callers. This role is responsible for managing front desk operations, handling a high volume of inbound calls, and using SoftPro to assist clients with file and transaction inquiries. As workload permits, the Receptionist also supports the post-closing team with file processing tasks and maintains the firm's digital signage displays through Yodeck.

Front Desk & Client Experience

•        Greet and welcome clients, visitors, and couriers in a professional and friendly manner

•        Answer and route incoming calls on a multi-line phone system; serve as the first point of contact for client inquiries

•        Use SoftPro to look up file and transaction status, providing accurate and helpful guidance to clients calling with questions about their closing

•        Triage client calls effectively — resolving routine inquiries directly, escalating complex matters to the appropriate attorney or team leader

•        Manage the visitor log and ensure guests are directed appropriately

•        Maintain a clean, organized, and professional reception area at all times

•        Coordinate conference room reservations and assist with setup for meetings

Administrative Support

•        Sort, distribute, and prepare outgoing mail and packages; coordinate courier pickups

•        Receive and log deliveries; notify appropriate staff of arrivals

•        Manage office supply inventory and coordinate restocking as needed

•        Assist attorneys and staff with copying, scanning, filing, and document preparation

•        Support scheduling and calendar coordination for office leadership as requested

•        Maintain contact lists and update firm directories

•        Assist with firm-wide communications, announcements, and event logistics

Digital Signage — Yodeck

•        Update and maintain existing closing slide decks and firm content displayed through the Yodeck digital signage platform

•        Publish updated content to office displays in a timely manner, ensuring screens reflect current and accurate information

•        Organize and maintain the Yodeck media library, archiving outdated content and keeping active playlists current

•        Coordinate with attorneys or team leaders to receive updated slide content; no slide creation required

•        Troubleshoot basic display or playback issues and escalate technical problems as needed

Post-Closing Support — As Needed

When front desk activity permits and at the direction of the Post-Closing Team Leader, the Receptionist may assist with the following tasks:

•        Scanning and uploading closed real estate files into SoftPro or document management systems

•        Preparing and organizing files for recording, mailing, or disbursement

•        Affixing labels, assembling closing packages, and preparing documents for courier or mail distribution

•        Pulling and printing documents or correspondence as directed by the post-closing team

•        Logging file status updates or tracking information under team leader guidance

•        Performing basic data entry to support file completion and recordkeeping

These duties are secondary to reception responsibilities and are performed on an as-needed basis based on firm workload.

•        High school diploma or equivalent required; associate degree or some college preferred

•        Minimum 1–2 years of front desk, receptionist, or administrative experience

•        Proficiency in Microsoft Office Suite (Outlook, Word, Excel)

•        Strong verbal and written communication skills

•        Professional demeanor and excellent interpersonal skills

•        Ability to multitask and remain calm under pressure in a fast-paced environment

•        High degree of discretion and confidentiality with sensitive legal and client information

•        Experience in a legal or real estate office environment

•        Familiarity with SoftPro or similar real estate closing software; experience using it to look up file status or assist clients preferred

•        Experience with multi-line phone systems and high call volume environments

•        Exposure to document management or records processing workflows

•        Experience with digital signage platforms (e.g., Yodeck, ScreenCloud, or similar)

•        Client-Focused Service

•        Dependability & Reliability

•        Attention to Detail

•        Teamwork & Collaboration

•        Adaptability & Flexibility

•        Organization & Time Management

•        Professional Communication