Client Services Specialist

3 weeks ago

Leesburg, United States Whitbeck Bennett PLLC Full time

Whitbeck Bennett is looking for a friendly, professional, and welcoming, experienced client services specialist who can handle multiple aspects of client relations at our firm. As the person responsible for making a great first impression, this position is one of the most important roles in our office. In this position, you will be responsible for answering the phone, directing calls, taking detailed messages, screening cases, showing empathy, and scheduling potential clients for paid consultations.

Duties and responsibilities include, but are not limited to:

  • Maintaining a calm and friendly phone demeanor
  • Promptly following up on leads
  • Providing a welcoming environment for all visitors to the firm
  • Receiving new client phone calls, and contact forms 
  • Scheduling consultations and other meetings
  • Completing a questionnaire with prospective new clients in the case management system
  • Directing prospective new clients in sending in necessary paperwork to our office for review
  • Staying in communication with all prospective clients and assisting them with gathering and submitting their documentation, answering questions as needed
  • Following up with potential clients that have not sent in their paperwork to retrieve status
  • Obtaining prospective new client documentation and forwarding to the proper team member for review prior to Consultations
  • Reviewing and processing intake emails and notes
  • Collecting appropriate information and provide concise summaries both written and verbal
  • Preparing and sending newly accepted clients an Initial Package welcoming them to the firm with contract and documents for signature
  • Responding to client/staff emails accordingly
  • Scheduling tasks and workflow in client management software
  • Maintains the reception and all conference rooms in a neat and orderly fashion, ensuring they are ready to receive clients and other visitors.
  • Work Collaboratively with Paralegals and Associate Attorneys to assist with Legal Document Preparation.
  • Work collaboratively with the Whitbeck Bennett Client Services Manager to process client information.
  • Make trips to the bank to make deposits.
  • Other duties as assigned.

The ideal candidate will have excellent oral and written communication skills, take pride in their appearance, and always wear a smile. Sales experience is a must

Experience: This is an excellent position for a beginner paralegal or someone who desires to gain experience in a law office.

Skills:

  • 2- 4 years working in a professional office setting.
  • Able to effectively manage job responsibilities effectively, balancing interests of clients and staff
  • Excellent interpersonal skills with strong ability to communicate effectively in both written and verbal format.
  • Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel)
  • Understand and follow complex verbal and written instructions.
  • Must be extremely comfortable speaking on the phone to clients
  • Outgoing and looking forward to working as part of a team
  • Excellent organizational skills
  • Capable of working in a fast paced, high-volume environment
  • Strong background in customer relations and/or sales

Job Type: Full-time

Schedule:

  • Monday to Friday

Education:

  • High school or equivalent (Required)

Locations:

  • Leesburg, VA
  • Herndon, VA

Language:

  • English (Required)
  • Bilingual (a plus)

This Job Is Ideal for Someone Who Is:

  • Dependable -- more reliable than spontaneous
  • People-oriented -- enjoys interacting with people and working on group projects
  • Detail-oriented -- would rather focus on the details of work than the bigger picture

Work Remotely:

  • No

Whitbeck Bennett is an equal opportunity employer and does not discriminate based on race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status.

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