Client Service Coordinator

You juggle multiple tasks like a magician. Your extraordinary people skills are matched only by your attention to detail, allowing you to coordinate and manage all client interactions. You want to make a genuine difference in people’s lives by helping our clients achieve their planning goals and attain greater peace of mind. You’re looking for an opportunity to work full-time with a rapidly growing “model” law firm that sets the standard in estate planning and elder law nationwide. Finally, you value a satisfying work/life balance with unlimited opportunity for personal and professional growth.

If this sounds like you, we should talk. We are Oak City Estate Planning, and we are looking for a Client Service Coordinator. As CSC, you will play a vital role in ensuring our clients receive the level of service they deserve and help our firm reach new heights.

Duties and Responsibilities

· Provide quality customer experience to meet and/or exceed client expectations

· Responsible for all customer service and clerical duties at Oak City Estate Planning “front desk”/main switchboard line

· Schedule all client appointments

· Confirmation calls for all client appointments

· Ensure all client calls/emails are handled timely

· Communicate with attorney as needed regarding all client needs and/or questions

· Send workshop video to all clients

· Receive all incoming calls to law firm and ensure they are routed to appropriate personnel or address the caller’s issue yourself

· Greet clients and address needs during onsite visits

· Real time tracking and reporting for Maintenance Program

· Produce weekly and monthly reporting to attorney

· All firm correspondence and dictation/word processing by attorney

· Organize and stock waiting area and conference rooms

· Create manual files as well as e-files

· Copying, filing, scanning, and maintenance of client files

· Client survey results data entry

· Daily client meeting preparation

· Manage and complete annual Maintenance billing

· Navigate through client management software and tools

· Project identification strategy, management, and completion for department

· Client event planning and management

· Mail sorting/delivery

· Ensure correspondence is mailed in a timely manner

· Enter data from email registration into client management system

· Workshop preparation, including confirmation calls, reports, etc.

· Actively participate in team meetings

· Complete projects or tasks as requested by attorney within the time frame allotted

· Attend TAPER events and other events as needed

· Adhere to company established core values

· The company reserves the right to add or change duties at any time

Qualifications Required

Academic:

· Associate degree or a High School Diploma with 2 to 3 years Member/Client Services experience

Skills/Knowledge & Ability:

· Above average administrative/clerical/technical skills, and the ability to operate necessary office equipment and software as follows:

• Computer, Telephone, Fax, Scanner, Copier, Postage Meter
• Microsoft Office Suite (Excel, Outlook, Word, Publisher, Power Point)

· Type proficiently and accurately at a minimum of 35 to 40 words per minute

· Knowledge, skills, and ability to perform and develop administrative procedures and systems to manage all tasks at hand, such as:

• documenting information
• word processing (dictation, correspondence, memos, etc.)
• data entry and verification
• managing files
• project management
• designing forms, training, and/or marketing materials
• drafting legal documents
• compiling data and preparing financial reports
• mail merge/mass mailings

· Skilled at formatting and communicating effectively in writing as appropriate for the needs of the audience

· Ability to understand all work-related documents

· Highly developed time management, organizational and prioritization skills with the ability to multitask with clarity; facilitating several projects at the same time with the ability to monitor and assess one’s own performance

• Skilled at getting information from relevant sources by observation or research
• Ability to evaluate information for compliance with standards

· Professional level communication, interpersonal and relationship building skills. Able to listen (give full attention to what other people are saying), be empathetic, and influence other people orally or in writing. Creatively present and disseminate information and concepts in an effective manner

· Remain current with ever-changing technology

· Demonstrate aptitude for working in sensitive environments requiring a high degree of confidentiality

· Ability to identify developmental needs of others and coach, mentor, or otherwise help others to improve their knowledge or skills

Pay: $15.00 - $17.00 per hour

Benefits:

• Health insurance
• Paid time off

Work Location: In person

Salary : $15 - $17