Do you naturally enjoy meeting and helping families? Are you a friendly, outgoing professional who clients will feel they can trust? If so, you might be “THE One” we are looking for! Outside the box, growing elder law and estate planning law firm is looking for a Client Services Coordinator. We’re looking for someone to become an integral part of our hard-working, but fun team. In this role, you WILL learn an incredible amount about small business systems and entrepreneurship.
Our Client Services Coordinator is the first person most prospective clients meet when they call or visit the firm. We need someone who will make a great first impression and encourage people to make and keep their appointments. You can’t be timid about explaining how great we are, and sometimes you will have to nudge clients a little if they’re procrastinating.
In addition to fielding telephone calls and keeping our calendars filled with prospective client meetings, we’ll need you to ensure the highest level of client satisfaction by responding in a timely manner to all client calls, questions or inquiries; document all client correspondence accurately; coordinate and maintain all existing client files within the established office system; be proactive and ensure client concerns are brought to the attention of the Managing Partner throughout the process and all client deliverables are timely; follow up right away after our outreach events; coordinate and prepare all pre-meeting documentation; help create and nurture relationships with our clients; and shepherd clients through our planning process. Additional tasks include, but are not limited to: confirming client appointments to avoid cancellations and attempting to reschedule to meet client’s needs; fulfilling administrative duties associated with firm business; conducting research as needed; ensuring that the office is clean and orderly; and preparing for client meetings, including organization of conference room and refreshments...all with the end goals of engaging clients, providing them with a “WOW” experience, and putting their minds at ease about their families’ future.
A minimum of a HS diploma and/or 3-5 years’ related experience required. If you are already a Notary- that’s a plus. You MUST be proficient with a computer and have the ability to work within multiple programs, including Word and Excel. Knowledge of PowerPoint, Publisher, and Adobe Acrobat is a plus. You must be willing and able to learn other software programs, too, as the need arises, in order to make our office as efficient as possible. And we have high accountability for all time worked.
In addition to great interpersonal skills, you have to have a good head on your shoulders: you’ll have support, but we are going to rely on you to find good solutions to new and interesting problems. Even the best-organized offices have to adapt to last minute client needs and outside circumstances. So you’ll have to think on your feet and make good decisions, all the while keeping a level head and keeping up with day-to-day operations.
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