Client Coordinator – Suffolk Office

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

Occasionally manage accounts and perform bookkeeping

• Timely deposit checks
• 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
  • 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
  • Able to read and interpret written information
• Temperament
  • Ability to work with little supervision
  • Prioritizes and anticipates work needs
  • Works well under occasional periods of pressure and short deadlines
• Ethics
  • Always keeps client and firm information confidential
  • 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)
  • Has the ability to type and operate office equipment

Education and/or Experience

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)

Salary

Hook Law typically pays in the top quartile of its competition. Salary is negotiable; commensurate with experience.

Incentive Plan

Productivity based bonuses paid annually that can significantly enhance base pay.

Rich Retirement Plan

Participate via Roth or Traditional contributions subject to plan requirements. Firm Contributions (Subject to vesting rules): 3% Safe Harbor Contribution to non-highly compensated employees; Direct Recognition Variable Investment Plan (contribution), Profit Sharing Contribution.

Health Care Benefits

• 100% Employee Short-Term and Long-Term Disability covered by the firm
• 90% of Employee premium covered by the firm
• Vision/Dental Insurance available

Relocation

Certain relocation costs may be reimbursed.

Work/Life Balance

We do not believe in overextending ourselves to the point of burnout. Family time is as equally important as work time. Good work requires the ability to focus.

Culture

Unlike many firms, we truly operate as a team. Our organizational structure is flat, and decisions are made quickly. We have a larger than normal paralegal to attorney ratio, and genuinely desire our people to enjoy coming to work. We embrace technology that improves our efficiency.

Core Values:

· Exceed expectations
· All for one, one for all
· Deliver value
· Strive for expertise
· Have a solutions mindset

Apply Today!

Apply via the form or contact LeeAnn Wilburn, Human Resources Coordinator & Intake Supervisor at lwilburn@hooklaw.net or 757-967-9703.