Office Coordinator

At Poulin | Willey Trial Lawyers, the Office Coordinator serves as a Client Care Professional (CCP)—playing an important role in supporting clients throughout their legal journey while ensuring our office operates smoothly each day.

This role combines exceptional customer service, front desk operations, and administrative support. You'll be one of the primary points of contact for clients, working closely with attorneys, paralegals, medical providers, insurance representatives, and remote teammates to help deliver an outstanding client experience.

If you enjoy helping people, staying organized, and working in a fast-paced environment where every day is different, we'd love to meet you.

As an Office Coordinator (Client Care Professional), you'll help create a welcoming experience for every client while supporting the day-to-day operations of the office.

Responsibilities include:

• Welcome clients and visitors while creating a warm, professional first impression.
• Answer incoming phone calls, emails, and walk-in inquiries with empathy and professionalism.
• Coordinate communication between clients, attorneys, paralegals, medical providers, insurance companies, and remote team members.
• Schedule client appointments, medical appointments, and meetings.
• Maintain accurate client records and documentation within our case management system.
• Track follow-ups, callbacks, client requests, and outstanding tasks through completion.
• Assist with legal support tasks such as correspondence, client disbursements, and document coordination.
• Manage front desk operations, including mail, deliveries, office supplies, conference rooms, and overall office readiness.
• Support both onsite and remote teammates to ensure clients receive seamless service.
• Perform additional administrative and operational duties as assigned.

We're looking for someone who:

• Loves helping people and creating positive first impressions.
• Has excellent customer service and communication skills.
• Is highly organized with strong attention to detail.
• Can comfortably manage multiple priorities in a fast-paced environment.
• Is dependable, proactive, and enjoys taking ownership of their work.
• Works well independently while collaborating with a larger team.
• Is comfortable learning new technology and software systems.

Required

• High school diploma or equivalent.
• Customer service, reception, hospitality, or administrative experience.
• Strong communication, organization, and multitasking skills.
• Ability to maintain professionalism and confidentiality.

Preferred

• Associate's or Bachelor's degree.
• Legal office or personal injury experience.
• Experience using CRM or case management software (Litify is a plus).
• Notary Public.
• Spanish or other bilingual language skills.

• Monthly incentive opportunities
• Paid training and ongoing development
• Career growth opportunities
• Supportive, collaborative team environment
• Meaningful work helping clients during important moments in their lives

If you're looking for more than just a front desk role and enjoy providing exceptional client service while keeping an office running smoothly, we'd love to hear from you.