Office Coordinator

Job Description

Job Description

Take ownership. Support clients. Make a difference.

At Poulin | Willey Trial Lawyers , the Office Coordinator serves as a Client Care Professional (CCP)—playing an important role in supporting clients throughout their legal journey while serving as the welcoming face of one of our independent office locations.

This role combines exceptional customer service, front desk operations, and administrative support. You'll be the primary onsite team member, managing the day-to-day operations of the office while working closely with attorneys, paralegals, medical providers, insurance representatives, and remote teammates to deliver an outstanding client experience.

If you're someone who enjoys taking ownership, staying organized, and helping people, we'd love to meet you.

What You'll Do

As an Office Coordinator (Client Care Professional), you'll play a key role in ensuring both our clients and our office are well supported every day.

Responsibilities include:

• Welcome clients and visitors while creating a warm, professional first impression.
• Serve as the primary onsite point of contact for clients, visitors, and daily office operations.
• Answer incoming phone calls, emails, and walk-in inquiries with empathy and professionalism.
• Coordinate communication between clients, attorneys, paralegals, medical providers, insurance companies, and remote team members.
• Schedule client appointments, medical appointments, and meetings.
• Maintain accurate client records and documentation within our case management system.
• Track follow-ups, callbacks, client requests, and outstanding tasks through completion.
• Assist with legal support tasks such as correspondence, client disbursements, and document coordination.
• Manage front desk operations, including mail, deliveries, office supplies, conference rooms, and overall office readiness.
• Take ownership of maintaining a clean, organized, and professional office environment.
• Collaborate closely with remote teammates to ensure clients receive seamless service.
• Perform additional administrative and operational duties as assigned.

What We're Looking For

We're looking for someone who:

• Loves helping people and creating positive first impressions.
• Is comfortable working independently and taking ownership of daily responsibilities.
• Is highly organized with exceptional attention to detail.
• Has excellent customer service and communication skills.
• Can confidently manage multiple priorities in a fast-paced environment.
• Is dependable, proactive, and follows through without needing constant direction.
• Works well independently while staying connected with a collaborative remote team.
• Is comfortable learning new technology and software systems.

QualificationsRequired

• High school diploma or equivalent.
• Customer service, reception, hospitality, or administrative experience.
• Strong communication, organization, and multitasking skills.
• Ability to maintain professionalism and confidentiality.

Preferred

• Associate's or Bachelor's degree.
• Legal office or personal injury experience.
• Experience using CRM or case management software (Litify is a plus).
• Notary Public.
• Spanish or other bilingual language skills.

Why Join Poulin | Willey?

• Monthly incentive opportunities
• Paid training and ongoing development
• Career growth opportunities
• Supportive and collaborative team environment
• Meaningful work helping clients during important moments in their lives
• The opportunity to take ownership of your own office while receiving the support of an experienced remote team

If you're looking for more than just a front desk role and enjoy providing exceptional client service while independently managing an office, we'd love to hear from you.

8:30 AM - 5:00 PM
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