Hook Law Receptionist – Suffolk office

Hook Law is a law firm with 75 years in serving clients in Virginia and North Carolina in elder law & long-term planning, estate & legacy planning, probate administration, and fiduciary & estate litigation. Our clients are often part of the “sandwich generation” — adults safeguarding assets for their children while helping their parents through the aging process — as well as retirees planning their own next chapter. The people who do this work best for us tend to share that life experience. Our vision is to be “A modern law firm engineered around the client experience, powered by the next generation of legal technology.” Our purpose is to deliver clarity, comfort, and confidence to high-net-worth individuals & families, young families, empty nesters, special needs families, retirees, and working professionals.

We are not offering a job; we’re offering an opportunity to grow a career with a growing organization that will be a leader in its space in the next 7 to 10 years.

The Receptionist is the face of Hook Law. This is the first voice a client hears, the first person they meet when they walk through our doors, and the first impression they form of our firm. For clients navigating some of the most important and personal decisions of their lives — protecting their families, caring for aging parents, planning their own legacy — that first impression matters enormously. The person in this role represents our brand, embodies our values, and sets the tone for every relationship that follows. We are hiring accordingly.

Hook Law seeks a full-time Receptionist for its Suffolk (Harbour View) location. This is not an entry-level role. The ideal candidate brings prior professional experience, takes genuine pride in their work and presentation, and is motivated more by purpose and daily engagement than by climbing a career ladder.

• Answer inbound calls within three rings during business hours; route or message-take with full, accurate information on the first attempt. Follow up with internal clients on client requests and provide assistance to ensure a client request is closed.
• Greet every client and visitor by name when known, within 30 seconds of arrival; offer water, coffee, or a seat in a conference room as appropriate.
• Maintain a zero-error standard on appointment scheduling and calendar entries in the practice management system — no double-bookings, no missed confirmations.
• Keep the reception area, conference rooms, and common spaces visitor-ready at all times; visible reset between every client meeting.
• Process incoming mail, packages, and faxes the same business day they are received; outgoing correspondence out the door by the end of the day.
• Respond to internal requests from attorneys and staff within one business hour during office hours.
• Client and visitor feedback on reception experience consistently reflects warmth, professionalism, and competence.
• Reliable attendance and punctuality — the front desk is staffed and ready when the doors open.

• Greet clients, visitors, and vendors in person and by telephone with professionalism and empathy, consistent with Hook Law’s client service standards
• Manage the main phone line: screen and route calls, take accurate messages, and respond to general inquiries
• Maintain an organized and welcoming reception area, conference rooms, and common spaces
• Receive, sort, and distribute incoming mail, packages, and faxes; coordinate outgoing correspondence
• Perform paralegal support, including scanning, copying, filing, and document preparation
• Coordinate conference room reservations and assist with in-office meeting logistics
• Maintain office supplies inventory and coordinate with vendors as needed
• Support the office team with ad hoc administrative tasks as assigned

• High school diploma or equivalent; associate’s or bachelor’s degree preferred
• Minimum 5 years of receptionist, administrative, or client-facing experience, preferably in a legal, medical, or professional services environment. Candidates from all backgrounds and career paths are encouraged to apply.
• Demonstrated proficiency with Microsoft 365 (Outlook, Word, Teams)
• Excellent verbal and written communication skills
• Ability to handle sensitive and confidential information with discretion
• Strong organizational and multitasking abilities in a high-volume setting
• Familiarity with legal practice management software (e.g., PracticeMaster or similar) preferred
• Bilingual candidates (English/Spanish preferred) are encouraged to apply
• Openness to learning AI and other emerging tools used in practice preferred; prior proficiency is not required.
• A keen eye for quality and consistency

Benefits:

• Paid Time Off
• Professional Development Assistance
• Health, Dental, and Vision Insurance
• Retirement Plan Contributions

Full-time position (40  hours per week)

Location:

On-site, either Virginia Beach or Suffolk (Harbor View), VA

Schedule:

• Monday to Friday (8:30 AM to 5:30 PM)

Job Type:

• Full-time

Pay:

• From $38,000 to 48,000 per year, or commensurate with experience
• Hook Law is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic under federal, state, or local law.