Client Services Coordinator - Winston-Salem, United States - Salem Law | Estates & Elder Law

Description

The Client Services Coordinator (CSC) personally and professionally supports the vision and mission of the law firm. The CSC is responsible to ensure all client matters proceed through the appropriate law firm process timely and coordinates and confirms all client meetings while ensuring the highest standard of service to clients. Overall, the CSC is responsible for providing high level coordination and administrative support while providing the highest standard of service to clients.

The primary responsibility of this position is to get prospective clients into workshops or initial meetings for attorneys to be able to be retained. The CSC manages to ensure client scheduling is done effectively to satisfy client needs and firm cash flow requirements. The primary responsibility of this position is to manage and coordinate all client interactions to make certain both prospective and existing clients experience exceeds expectations, improves their satisfaction and loyalty, to maintain law firm reputation in community.

The CSC works independently and collaborates with the law firm owner and staff to foster a team spirit in cooperation with the firm management. All law firm employees must always maintain confidentiality with regard to clients, firm interest, and employees. The CSC may perform other duties as necessary to keep the production and administrative functions of the firm operating smoothly and efficiently.

Responsibilities

Ensure customer experience meets or exceeds client expectations

Perform all customer service and clerical duties including front desk and all incoming calls

Schedule all office appointments for staff and confirmation calls for appointments

Ensure client needs and law firm cash flow needs are meet

Update calendar to reflect cash flow in client management software

Update all client matters to reflect client services task

Ensuring all client calls/emails are handled timely

Identify source of all new firm contacts (ICFs)

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

Enter meeting notes and all next actions from attorney meetings into firm management system

Follow-up workshop e-mail registration through the website

Receive all incoming calls to law firm and ensure routed to appropriate personnel or resolve when possible

Greet clients and maintain needs during onsite visit (water/coffee etc)

Real time data entry and scanning of documents to client matters

All firm standard correspondence and dictation/word processing by attorneys or staff

Organization and stocking of waiting area and conference rooms

Create manual files as well as e-files

Copy, file, scan and maintenance of client files

Client survey results data entry

Prepare rooms for daily client meetings

Obtain client payments to be processed by accounting

Draft check requests and deposits/disbursements for the client matters

Maintenance billing when required

Project identification strategy, management and completion for department needs

Mailing sorting/deliveries

Ensure correspondence is mailed in a timely manner

Actively participate in staff calls and team meetings

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

Attend training events and other events as needed

Adhere to firm established core values

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

Follow-up with all cancelled or no-show client appointments to ensure rescheduled timely

Workshop preparation i.e. confirmation calls, Focuser and name tags

Ensure quality customer service to clients, potential clients, and their families

First contact for all new callers to firm and enroll into workshop or initial meeting

Responsible for scheduling office appointments for staff and confirmation calls for workshops and initial meetings

Convert workshop attendees to vision meetings and follow up in a timely manner

Workshop e-mail registration through the website follow-up and confirmation

Navigation through client management software and tools

Ensure correspondence is mailed in a timely manner

Qualifications

Excellent written and verbal communication skills

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

Notary Public Certificate (preferred)

Familiar with Actionstep, HotDocs, Microsoft Office Applications (bonus)