Office Coordinator (Independent Office)

Job Description

Job Description

We’re looking for a self-motivated, highly organized, and adaptable Office Coordinator who enjoys taking ownership of their work. This role is ideal for someone who thrives while working independently, responds positively to changing priorities and processes, and remains closely connected with teammates across the firm.

As the primary onsite team member in one of our office locations, you’ll play an important role in ensuring the office operates efficiently while creating a welcoming and professional experience for every client and visitor. Although you’ll work independently day to day, you’ll collaborate regularly with colleagues across the firm to support clients and keep operations running smoothly.

As the first point of contact for many of our clients, you’ll help shape their experience with our firm. From greeting visitors and coordinating appointments to communicating with clients, managing documentation, and supporting office operations, you’ll help ensure every interaction is professional, timely, and compassionate.

You’ll support multiple teams through client communication, scheduling, document coordination, administrative support, and office operations while helping ensure clients receive exceptional service throughout their experience with the firm.

The ideal candidate is highly organized, detail-oriented, adaptable to change, comfortable balancing competing priorities, and confident communicating with clients both in person and over the phone. This role is a great fit for someone who enjoys helping people, takes ownership of their work, and is comfortable working independently in a professional office environment.

What You’ll Do

• Serve as the primary onsite representative for the office while collaborating closely with teammates across the firm.
• Welcome and assist clients and visitors with professionalism and hospitality.
• Communicate with clients regarding appointments, documentation, scheduling, and next steps.
• Assist in gathering client information and required documents.
• Complete intake forms for prospective walk-in clients to facilitate follow-up by the appropriate team.
• Coordinate document execution and signatures to support clients through the final stages of their cases.
• Receive and route deliveries, mail, and physical documents.
• Maintain conference room schedules and support day-to-day office operations.
• Monitor office supplies and coordinate replenishment as needed.
• Support multiple departments with administrative and operational tasks.
• Maintain accurate notes, records, and tasks within Litify.
• Track pending requests and help ensure timely follow-up and completion.
• Adapt to evolving priorities, procedures, technology, and business needs.
• Maintain a clean, organized, and professional office environment.
• Uphold our Core Values in every client and team interaction.

What We’re Looking For

• Previous experience in office administration, customer service, reception, hospitality, or client-facing support.
• Ability to work independently, manage time effectively, and take ownership of daily responsibilities.
• Strong organizational and multitasking skills, with the ability to manage competing priorities.
• Adaptability and a positive approach to changing priorities, procedures, and responsibilities.
• Excellent verbal and written communication skills.
• A professional, empathetic, and client-focused approach.
• Comfort working in a technology-forward environment and learning new systems and software.
• Experience with CRM, case management, or workflow management systems preferred.
• Legal office, personal injury, or professional services experience is a plus.
• Spanish-language proficiency preferred.
• High school diploma or equivalent required; additional education or training is a plus.

Compensation

• Base wage: $15.00 per hour.
• Other compensation: This position is eligible for monthly performance-based incentives tied to the completion of eligible tasks. Incentive opportunities vary based on office case volume, available workflow, and individual productivity and are not guaranteed.

Benefits

Eligible employees may receive medical and dental coverage with employer contributions, employer-paid life insurance, telemedicine and counseling services, flexible paid time off, paid holidays, a 401(k) with employer match after six months, and employer-provided technology/equipment. Eligibility and benefit terms are subject to applicable plans and company policies.

Why Join Us

At Poulin | Willey, you’ll be part of a team dedicated to delivering exceptional service and support to clients during some of the most challenging times in their lives. We combine compassionate client care with innovative technology and efficient processes to create an outstanding experience for both our clients and team members.

If you enjoy working independently, adapt well to change, take pride in creating an exceptional client experience, and like being the person who keeps an office running smoothly, we’d love to hear from you.