Job Title:
Front Desk Coordinator is responsible for making sure the client’s experience is maintained at its highest level and serve as a productive supportive member of the team.
Position Summary:
Generations Law Group of Texas formerly Ard Law Firm, PLLC located in Dickinson, Texas 77539 is seeking candidates who excel in providing exceptional customer service and are eager to join an ever-evolving organization.
Roles and Responsibilities:
Ø Client management
o Priority is being able to triage phone calls: understand our areas of law, be able to direct clients to employee in charge of their case, be able to discern sales calls vs vendor calls vs client calls, be able to triage messages to the team, the lawyer or the whole office for immediate pick up, vs send to voicemail vs. take a message yourself and distribute to the right team member.
o Communicate properly with the team on which message need to sent to whom for response via Teams
o Be aware of all appointments and each clients needs for assistance
o Constant triage of calendar to keep appraised of expected clients
o Be aware of each type of client visit needs: consult vs signing vs scanning
o Prepare office for clients: maintain clean reception and conference rooms, coffee, water, etc
Ø Client Liaison
o Ensuring all client calls/emails are handled timely
o Communication with attorney regarding all client compliments and/or concerns
o Be aware of all firm correspondence by attorneys or team members with regards to clients, IE: expected clients dropping off documents, be aware if the paralegal is not available to chat or needs to speak to client on arrival
o Ensure all clients receive call back or attention by the appropriate person
Ø Client File Creation and Document Management
o Scanning, filing and creating manual files as well as an e-file documents as needed
o Daily client meeting preparation of folders and follow up of documents after appointment
o Understanding which documents can be disassembled for scanning and which cannot be (Original Wills)
o Management of client documents to be processed by pick up or delivery, track and record all confirmations of such
o Ensure acknowledgment of receipt of documents is signed, scanned and dropped to client folder then given to appropriate paralegal or placed in file.
Ø Data Entry
o Use of client management software for multiple attorneys and generating weekly reports
o Navigation through client management software and tools
o Daily Log Tracking of all client interactions daily, appointments, drop off, walk ins, deliveries
Ø Document Management
o Mail sorting: be able to triage documents that require immediate attention, scan and place in correct file by end of day and give physical copy to appropriate team members
o Fax processing: file in online folder, printed and given to case paralegal
Additional tasks include:
Ø Project creation and management
Ø Client event planning and management
Ø Supply ordering: be conscientious of costs and value without sacrificing quality or wasting resources
MINIMUM REQUIREMENTS:
Ø AAS or advanced degree, Bachelor’s degree preferred.
Ø 3-5 years of administrative/clerical support experience.
Ø Proficiency in Microsoft Office required; experience with client relationship management software preferred.
Ø Ability to take direction and to work independently in a fast pace environment.
Ø Ability to prioritize tasks and handle multiple projects simultaneously.
Ø Strong attention to detail.
Ø Strong interpersonal communication skills.
Ø Enthusiastic support of our mission – at the Generations Law Group “It’s All About Family at each generation!”
We offer a competitive salary ($15-20/hr) with excellent benefits. Full time, in-person.
Generations Law Group of Texas is committed to serving and protecting those in medical crisis and in fragile health. We are looking for a long-term career oriented teammate that shares our commitment to our community and the families we serve! We are an Equal Opportunity, Progressive, Health Conscious, Pro-Masking, Pro-vaccine, LGBTQ Friendly, Non-Smoking Law Firm.
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