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Client Relations Specialist

2 months ago

Costa Mesa, California, United States Haynes and Boone Full time
About Us
At Haynes and Boone, our team is the cornerstone of our achievements. We recognize the significance of each individual's contribution to our exceptional legal services, and we seek individuals who will enhance our professional reputation, strengthen client relationships, and share in our collective success.

Office Overview
Our Orange County office caters to the demands of California's leading technology sectors, leveraging the West Coast's global reach. We boast dynamic practices in intellectual property (IP), inbound Asian transactions, venture-backed corporate affairs, and high-stakes litigation, including patent, securities, insurance coverage, and class action labor and employment issues. Our vibrant economic landscape is home to a diverse range of businesses, from Fortune 500 firms to emerging tech startups. Our expanded footprint here enhances Haynes and Boone's national capabilities while providing clients with the advantages of our growing geographic presence.

Position Overview
This non-exempt role offers comprehensive client concierge, administrative, and secretarial support for the corporate transactional group in Orange County.

Key Responsibilities
  • Serve as a trusted advisor, closely collaborating with clients to grasp their unique needs and preferences.
  • Demonstrate strong client relationship skills to ensure a superior experience during each interaction.
  • Act as the primary point of contact for both internal and external clients, fostering personal relationships with client contacts.
  • Anticipate client needs and offer tailored recommendations that enhance their overall experience.
  • Identify opportunities for improvement and growth in client relationship management.
  • Manage incoming calls and address routine and complex inquiries.
  • Coordinate meetings and appointments, welcoming clients and guests as required.
  • Handle sensitive information with discretion.
  • Work independently and collaboratively on special projects and ongoing tasks.
  • Effectively manage multiple priorities, ensuring deadlines and details are meticulously tracked.
  • Prioritize tasks to focus on the most critical responsibilities.
  • Adapt to unexpected challenges, providing innovative solutions swiftly.
  • Draft correspondence related to client matters.
  • Maintain contact lists and appointment calendars for attorneys, updating databases of potential client contacts.
  • Coordinate travel arrangements and manage changes as needed.
  • Prepare, submit, and reconcile expense reports.
  • Assist in the preparation of WIP accounting reports for client contacts.
  • Perform general administrative functions, including processing new client requests and managing billing and time reports.
  • Conduct word processing for various client-related documents, ensuring accuracy and formatting.
  • Maintain electronic files and prepare closing binders as necessary.
  • Manage incoming and outgoing mail.
Additional Responsibilities
  • Undertake other related duties and special projects as assigned.
Reporting Structure
The Business Transaction Specialist reports directly to the Office Administrator.

Qualifications
Knowledge and Experience
This role requires a minimum of three years of general office experience or training, or an equivalent combination of education and experience. Prior experience in a law firm or professional services environment is preferred, along with a background in customer service or client-facing roles. A broad range of technical skills, with a willingness to learn new software and applications, is advantageous.

Skills
The ideal candidate will possess strong customer service abilities, be a proactive and energetic team player, detail-oriented, and proficient in Microsoft Office applications. A client-centric mindset is essential, with a focus on anticipating needs and delivering exceptional service. Strong written and verbal communication skills are necessary, along with the ability to collaborate effectively with diverse personalities across all organizational levels. Confidentiality and a sense of urgency are paramount. Flexibility and adaptability to change are also critical, along with robust organizational skills to manage a varied workload.

Education
A high school diploma or equivalent is required; some college coursework is preferred.

Physical Requirements
Must be able to navigate the office environment, remaining stationary for extended periods. Regular operation of office equipment is required, and occasional lifting of documents or files weighing up to 15 lbs. may be necessary. Frequent communication and information exchange with attorneys, clients, and staff are essential, with significant time spent on computer-related tasks.

Work Environment
This position is based in an office setting, with occasional overtime required. Currently, a hybrid work schedule is in place, with a combination of in-office and remote work.