Client Services Coordinator
Position Introduction
Are you as detail-oriented as you are collaborative? As generous as you are willing to learn? Most importantly- are you ready to join a team of hard-working legal professionals with an exceptional workplace culture?
If you answered “yes,” to all of the above, let’s talk! We are the Law Offices of Amy Whinery Osborne, P.C., leading the way in estate planning, elder law, and asset protection, and we are looking for a Full-Time Client Services Coordinator. This role presents an opportunity to work alongside and support our team as we make meaningful change in our community.
Position Summary
The Client Services Coordinator supports daily office operations, prepares meeting folders, onboards new clients and maintains client files.
The Client Services Coordinator arranges and confirms appointments, follows up on cancellations, and evaluates prospective client inquiries. They also assist with insurance verification and billing.
This position requires strong organization, attention to detail, excellent communication skills, and a commitment to outstanding client service.
Duties & Responsibilities
· First contact for all new callers to firm, enrolling callers into initial meeting
· Confirmation calls for client appointments
· Ensure follow-up occurs in a timely manner
· Navigation through client management software and tools
· Create manual and digital files for all prospective client matters
· Copying, filing, scanning, and maintenance of prospective client files
· Ensure quality customer service to clients, potential clients, and their families
· Ensure all client and professional inquiries are handled in a timely manner
· Ensure correspondence is mailed in a timely manner
· Communicate with paralegal and attorney as needed regarding all prospective client needs/questions
· Responsible for scheduling office appointments for staff (attorney, paralegal, etc.)
· Complete projects/tasks as requested within allotted time frames
· Mailing/sorting deliveries as needed
· Handle insurance verification and billing
· Service as a witness as necessary
· Actively participate in team calls and meetings
Qualifications Required
Academic:
● Prior administrative experience is required
● Associate’s degree is preferred, but not required
● Bachelor’s degree is preferred, but not required
● Notary Public is required
● 3+ years of experience with scheduling appointments in doctor, lawyer or dentist office is required
Focused Skills/Knowledge/Abilities:
· Professional level communication, interpersonal, and relationship-building skills. Able to listen with full attention to what others are saying and empathize. Able to influence others in written and verbal communication. Able to creatively present and disseminate ideas and information in an effective manner.
· Highly developed time management, organizational, and prioritization skills with the ability to multitask with clarity; facilitating several projects in conjunction with one another; retaining the ability to monitor and assess ones’ own performance and project management.
· Above average administrative/clerical/technical skills with ability to operate the following:
Computer, telephone, fax system, scanner, copier, postage meter
- Microsoft Office Suite (Excel, Outlook, Word, PowerPoint)
· Demonstrate aptitude for working in sensitive environments requiring a high degree of confidentiality
General Skills/Knowledge/Abilities:
· Type proficiently and accurately at a minimum of 40 WPM
· Skilled at formatting and communicating effectively in writing as appropriate for the needs of the intended audience
· Ability to understand the written word in relation to work-related documents
· Skilled at getting information by observing, receiving, and/or researching to obtain information from relevant sources
· Knowledgeable and able to evaluate information to determine compliance with work-related standards
· Remain current with changing technology
· Knowledge, skills, and ability to perform functions and develop administrative procedures and systems to manage all task at hand such as:
- Documenting information
- Word processing
- Data entry and verification
- File management
- Drafting legal documents
- Compile data and prepare reports as needed
Pay: From $20.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Vision insurance
Experience:
- Appointment scheduling: 3 years (Required)
Work Location: In person
