Office Coordinator (Independent Office)

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
• 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
• Excellent verbal and written communication skills
• Professional, empathetic, and client-focused approach
• Comfortable 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

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. In addition to base pay, this role includes bonus opportunities. If you enjoy working independently, 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.