CLIENT SERVICES COORDINATOR

Duties & Responsibilities

• Assist attorneys in organizing and maintaining client files, documents, and correspondence.
• Create and update CRM databases and ensure all necessary materials are readily accessible.
• Utilize digital files and project management databases for document management, tracking, and timekeeping purposes.
• Prepare and format documents such as letters, short template agreements, and retainers.
• Draft and proofread correspondence, including letters, emails, and memos, on behalf of attorneys.
• Communicate with clients and other parties involved in the business development process.
• Maintain attorneys’ calendars, schedule appointments, and arrange meetings.
• Coordinate with clients and other parties to ensure everyone’s availability and participation.
• Track attorneys’ billable hours and expenses related to client marketing matters.
• Prepare invoices, review billing statements, and ensure accurate and timely submission to clients.
• Perform general administrative tasks, including answering phone calls, managing office supplies, maintaining files and records.
• Ability to assemble binders, pamphlets, pitchbooks.
• Coordinating travel arrangements for as needed.

Required Qualifications

• A high school diploma or equivalent is required or an Associate or bachelor’s degree in paralegal studies or a related field preferred.
• A minimum of 2 years of legal administrative experience is required.
• Excellent organizational and time management skills.
• An attention to detail for proofreading legal documents and maintaining records.
• Strong typing skills (60 wpm).
• Proficiency in relevant software applications, such as HubSpot and the Microsoft Office suite of programs.
• Clear and effective written and verbal communication skills.
• The ability to draft professional correspondence, communicate with clients and colleagues, and maintain confidentiality when handling sensitive information.

Working Conditions & Physical Requirements

• Typing and Data Entry: Adept with the use of computers to manage schedules, financial records, and communications.
• Making frequent use of a computer monitor, keyboard and mouse, which can require good hand-eye coordination and finger dexterity.
• Organizational Tasks: This may involve organizing physical files, managing office/kitchen inventory, or setting up spaces for meetings or events.
• Sitting for Extended Periods: This role will require someone to often spend long hours sitting at a desk, answering phones, and managing paperwork.
• Standing: Sometimes, they may need to stand while greeting and/or escorting visitors, handling deliveries, moving around the office for meetings, inspections, and coordination with staff.
• Walking: Moving around the office to deliver messages, handling tasks, assisting with meeting support, coordinating with other employees and visitors.
• Light to Moderate Lifting: This role may need to lift items on frequent basis such as: Office Supplies: Boxes of paper, files, office materials, typically weighing 10-30 pounds. Equipment: Small office equipment, ranging from 10-30 pounds. Packages, Food/Catering deliveries as needed.

Compensation

The annual salary range for this salaried, exempt position is $70,000 to $85,000. Salary determination will depend on the candidate’s experience and qualifications.

Benefits

• Health, Dental insurance (+ Firm sponsored contribution towards monthly premium)
• Vision Insurance
• HSA (+ Firm contribution, must be enrolled in a HDHP medical plan)
• Firm provided coverage for Short- and Long-Term Disability, Term Life, AD&D Insurance
• Supplemental insurance coverage for Accident, Hospital and Critical Illness
• Pet Insurance
• Care service resources for children and adults
• 401K with matching
• Parental Leave @ 100% pay + additional paid family leave support per State requirements
• Paid Time Off (PTO)
• 10 paid holidays observed throughout the calendar year

Equal Opportunity Policy Statement

Scott+Scott Attorneys at Law LLP provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.