Client Relations Coordinator

2 weeks ago

New Bedford, Massachusetts, United States Myfamilyestateplanning Full time
Job Overview
This position serves as a summary of the typical functions and responsibilities associated with the role. The tasks and duties may vary from those outlined here, and additional responsibilities may be assigned as needed.

Position Summary:

As a Client Relations Coordinator, your primary objective will be to enhance client satisfaction and uphold quality standards while ensuring effective communication with internal team members.

This role will assist Case Managers and Attorneys with various administrative tasks related to client files, thereby improving internal operational efficiencies.

The Client Relations Coordinator will collaborate across departments to support all facets of the organization.

Key Responsibilities:
(additional duties may be assigned):
- Uphold and exemplify the Firm Values of Integrity, Quality, Respect, Service, and Enjoyment.
- Under the guidance of the Business Manager, work with the Client Relations team to redistribute responsibilities to manage the current workflow effectively.

- Provide administrative assistance to the Legal Team, including compiling client file packages for mailing, aiding in the scanning of client files, and completing closeouts, as well as sorting and managing incoming correspondence, printing, and faxing for remote team members.

- Oversee office supplies by tracking inventory levels, placing orders, and receiving deliveries.
- Engage in special projects as requested by the Leadership Team.
- Participate in special events, including seminars and networking/business development activities.
- With guidance from the Leadership Team, actively contribute to achieving both firm and personal objectives.
- Maintain a tidy and organized workspace.
- Alongside current Client Relations Coordinators, manage front desk operations.
- Handle multi-line phone systems and connect clients to the appropriate team members.
- Take and relay messages as necessary and appropriate.
- Continuously update call and visitor logs.
- Manage incoming and outgoing mail.
- Send appointment reminders.
- Keep the front lobby area and conference rooms presentable.
- Perform basic bookkeeping tasks, such as processing account payments and scanning checks.

Qualifications and Educational Background:
- High School Diploma is required. Previous experience in customer service with a strong emphasis on client experience is essential. Experience in office administration is advantageous. Proven ability to collaborate with all levels within the organization.

Knowledge, Skills, and Abilities:
- Demonstrated empathy in interactions with clients and colleagues.
- Familiarity with modern office equipment (printer, copier, fax, scanner).

Proficient Computer Skills:
- Microsoft Office Suite – Word, Excel, PowerPoint.
- Excellent verbal and written communication skills with a keen attention to detail.
- Strong problem-solving abilities.
- Capacity to deliver work in a timely manner.
- Strong work ethic and sound judgment, with the ability to act independently when necessary.
- Capability to manage multiple tasks and projects simultaneously.
- Ability to work collaboratively with diverse departments and individuals, both internally and externally.
- Professional demeanor with the ability to demonstrate tact and diplomacy.
- Strong interpersonal skills.
- Willingness to travel and transport oneself to various locations.
- Initiative, resourcefulness, and proactivity are essential.

Work Environment:

Office Setting:
Some travel may be required to other offices and external locations. The role involves some bending and the ability to sit for extended periods. This is an in-office position with standard working hours.
This job description reflects management's assessment of the functions and requirements of the role. It serves as a general guideline and is not intended to be an exhaustive list of all job elements or requirements. Management retains the right to reassign or modify responsibilities as necessary.

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