Office Coordinator

About the role

We’re looking for an Office Coordinator who thrives in a fast-paced environment and enjoys being at the center of a busy office. As the first and last point of contact for many of our clients, you’ll play a key role in shaping their experience with our firm.

Responsibilities

• Greet clients and visitors professionally and create a welcoming office environment.
• Answer and route incoming calls with professionalism, empathy, and urgency.
• Communicate with clients regarding appointments, documentation, scheduling, and next steps.
• Aid in gathering client information and required documents.
• Cook up document execution and signatures to support clients through the final stages of their cases.
• Schedule and coordinate in-office meetings, conference rooms, and appointments.
• Receive and route deliveries, mail, and physical documents.
• 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.
• Monitor client wait times and communicate delays appropriately.
• Maintain a clean, organized, and client-ready office environment.
• Participate in team meetings and contribute to continuous improvement initiatives.
• Uphold our Core Values in every client and team interaction.

Requirements

• Previous experience in office administration, customer service, reception, hospitality, or client-facing support.
• Strong organizational and multitasking skills with the ability to manage competing priorities.
• Excellent verbal and written communication skills.
• A professional, empathetic, and client-focused approach.
• Comfortable working in a fast-paced environment with frequent interruptions and changing priorities.
• A strong attention to detail and follow-through.
• Technology-savvy and comfortable learning new systems and software.
• Experience with CRM, case management, or workflow management systems preferred.
• A legal office, personal injury, or professional services background is a plus.
• A high school diploma or equivalent required; additional education or training is a plus.

Qualifications

High school diploma or equivalent required; additional education or training is a plus.

Skills

• Organizational and multitasking skills
• Verbal and written communication skills
• Attention to detail and follow-through
• Technology-savvy and comfortable learning new systems and software

Benefits

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. In addition to base pay, this role includes bonus opportunities.

Pay

Commensurate with experience.

Schedule

TBD