Customer Services & Operations Coordinator

We are a fast-growing law practice focused on Estate Planning and Trust Administration in Norman, Oklahoma. We provide a unique experience for clients through the use of a highly advanced system for delivering estate planning services. Our goal is to develop long-lasting, supportive relationships with our clients and their families.

About the role

This role serves as a central point of coordination for clients, attorneys, and office operations. It supports the firm's mission by helping ensure that clients receive a positive, organized, and responsive experience from engagement through completion of their estate planning matter.

Responsibilities

• Manage front-office functions
• Answer incoming calls
• Greet clients and other guests to the office
• Support day-to-day office administration
• Facilitate client communications
• Coordinate the progression of client matters through established workflows
• Schedule meetings
• Ensure administrative, scheduling, client communication, and file management tasks are completed accurately and on time

Requirements

We are seeking a proactive, organized professional who takes initiative, follows through on commitments, and contributes positively to the client experience and the firm's overall effectiveness. The ideal candidate finds satisfaction in helping others, creating order from complexity, and supporting clients and attorneys through important life-planning matters.

• Take ownership of assigned responsibilities and follow established processes
• Communicate effectively and professionally with clients and team members
• Anticipate routine needs and prepare accordingly
• Maintain a high level of organization and attention to detail
• Demonstrate reliability, accountability, and professionalism
• Support the firm's mission, values, and service standards
• Contribute to a collaborative, team-oriented work environment
• Consistently meet performance expectations, deadlines, and attendance requirements

Skills

• Organization & Time Management: Effectively manages multiple responsibilities, deadlines, and competing priorities while maintaining accuracy and attention to detail.
• Client Service: Demonstrates professionalism, responsiveness, empathy, and a commitment to providing an exceptional client experience.
• Communication: Communicates clearly and professionally with clients, attorneys, vendors, and team members through written, verbal, and electronic channels.
• Administrative Accuracy: Maintains accurate records, documentation, scheduling, and data entry in accordance with established procedures.
• Problem Solving: Identifies issues, gathers relevant information, and coordinates appropriate next steps within established workflows.
• Technology Proficiency: Comfortably utilizes firm software, scheduling systems, document management platforms, and office technology to support daily responsibilities.

Benefits

• Paid holidays and earned paid time off
• Health, dental, vision, and life insurance

Pay

$20 - $26 hourly, depending on experience

Schedule

Full-time, in-office, Monday through Friday, 8:30 am to 5:30 pm