Client Coordinator

Job Alert: Client Coordinator Needed at Hook Law

Hook Law, a top-tier Estate, Trust, and Elder Law firm, is on the lookout for a Client Coordinator with 2 years of administrative experience to join our vibrant Suffolk team. If you’re ready to bring your A-game to the day-to-day hustle of our busy law firm, keep reading!

Essential Duties and Responsibilities*

The core duties and responsibilities of a Client Coordinator revolve around superior client interaction and supporting others. Their job duties can vary widely, not just from job to job, but from day to day at the same job. On any given day, they may perform a variety of tasks, such as:

Answer phones and greet visitors:

· Be the face of HL delivering overtly professional and courteous services;

· Listen intently to the client’s needs and work to resolve their issue to client’s satisfaction without having to pass the client to someone else;

· If issue cannot be resolved on your own, route the client to the appropriate person or department after apprising the recipient of the client call and issue;

· Welcome visitors at the front desk with a warm greeting offering coffee, tea, or water; and

· Work with other Client Coordinators to ensure phone and front desk coverage.

Schedule appointments and maintain calendars:

· Take and make client appointments with rigorous detail;

· Include critical information and any client history in the appointment file;

· Critically think about scheduling appointments to avoid overbookings/back-to-back bookings; and

· Manage up and provide critical reminders to HL’s cast members.

Schedule and coordinate staff and other meetings:

· Work with key stakeholders to coordinate meetings keeping in mind key firm wide deadlines; and

· Ensure all resources (food, drinks, office supplies) are available for the meeting and that meeting locations are prepared and ready for the meeting.

Send, receive, collate, and distribute mail:

· Discern critical, time sensitive mail such as invoices or payments and prioritize them;

· Ensure mail is deposited to the carrier in a timely fashion; and

· Separate and prioritize mail for recipients, flagging items to bring to recipients’ attention.

Prepare communications, such as memos, emails, invoices, reports and other correspondence:

· Professionally prepare and communicate as needed ensuring professional tone.

Ensure that all premises are stocked, neat, and tidy:

· Regularly check office supplies and plan for purchases necessary; and

· Ensure meeting rooms, lobby areas, and other areas are neat, clean, and in good condition.

Maintain filing systems, both electronic and physical:

· Manage all files according to HL policy; and

· Periodically review filing system for inaccuracies and correct any deficiencies in files.

Occasionally Manage accounts and perform bookkeeping:

· Timely deposit checks; and

· Print and organize accounting reports as requested.

*This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Competencies

The following are competencies required to be successful in this position:

Customer Service

· Responds promptly to customer needs; solicits customer feedback to improve service; and

· Responds to requests for service and assistance; meets commitments.

Oral Communication

· Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; participates in meetings.

Written Communication

· Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs;

· Presents numerical data effectively; and

· Able to read and interpret written information.

Temperament

· Ability to work with little supervision;

· Prioritizes and anticipates work needs; and

· Works well under occasional periods of pressure and short deadlines.

Ethics

· Always keeps client and firm information confidential; and

· Understands and implements general rules of ethical behavior applicable to lawyers.

Accounting Skills

· Has very basic knowledge of accounting practices and procedures.

Computer Skills

· Has basic knowledge of computer operation, internet software, spreadsheet software and word processing software (the use of Microsoft products is preferred) and;

· Has the ability to type and operate office equipment.

Education and/or Experience

Preferred education and/or experience that is necessary for the position:

Education

· High School diploma or General Education Development (GED) or 2 years of experience in a similar role

Training

· Any training offered by the International Association of Administrative Professionals (IAAP)

Certifications

· Certified Administrative Professional (CAP)

· Microsoft Office Specialist (MOS)

Skill Set and Abilities

Language Skills

· Ability to read and comprehend simple instructions, short correspondence and memos;

· Ability to write simple correspondence; and

· Ability to effectively present information in one-on-one and small group situations to attorneys, clients and other employees of the organization.

Mathematical Skills

· Ability to add and subtract two-digit numbers and to multiply and divide with 10s and 100s; and

· Ability to perform these operations using units of American money and weight measurement, volume and distance.

Reasoning Ability

· Ability to apply common sense understanding to carry out simple one- or two-step instructions; and

· Ability to deal with standardized situations with only occasional or no variables.

Work Environment

· Ability to work in a fast-paced environment highly dependent on meeting deadlines and time constraints.

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Work Location: In person

Salary : $18 - $22