Office Administrator / Client Service Coordinator

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Columbus, Ohio client is seeking an  Office Administrator / Client Service Coordinator for a direct hire opportunity. The primary function is to meet and greet former, current, and potential new clients and other callers/guests/visitors on the telephone and in person when they visit the office. The Client Service Coordinator performs the role of a guide to keep the prospective client moving through the sales and legal process by maintaining and communicating with clients and others as needed to answer basic questions, complete follow up calls and letters, and schedule appointments. May also assist the rest of the team by performing other general office tasks as needed.

Key Duties:

  • Front desk, filing, organization, set up tasks in client management system (will train on the system) 
  • General office experience
  • Many small tasks all day
  • Attention to detail 
Responsibilities:

  • Maintains the progress and status of prospective clients
  • Scanning, Saving and tasking Meeting Focusers after client appointments
  • Scans, saves and forwards all incoming mail
  • Scheduling next steps / appointment for prospects and clients
  • Ensures the client’s case is proceeding accordingly and in a timely manner and that client’s questions are answered
  • Greets visitors; Creates a positive and professional first impression; Makes visitors comfortable
  • Keeps the lobby and reception area neat, clean and presentable for prospective clients
  • Assists other staff and performs general office tasks as requested
  • Performing follow up for all prospective clients without a next scheduled
  • appointment
  • Acts as support for our Receptionist Answers Incoming Calls, as needed; Screens calls; Takes messages; Answers basic questions about the firm; Directs incoming calls appropriately
Matrix of Tasks
Daily

  • Open office in the morning: doors, security, lights.
  • Maintain neatness of reception area & conference rooms
  • Greet visitors (scheduled and non-scheduled appts)
  • Maintain client file status in Actionstep
  • Confirm and task next steps after client appointment
  • Confirm receipt of a meeting focuser from every scheduled client interaction (meeting or phone call)
  • Open, sort, scan, save/route meeting focusers and incoming correspondence
  • Take messages & ensure clients receive timely response
  • Schedule appointments
  • Perform prospect follow up (calls and letters) to get them back on the calendar
  • Create contacts and update contact information in Actionstep
  • Log incoming calls from leads in Actionstep
  • Link/calendar appointments, calls, messages, correspondence in Actionstep
  • Follow up with internal team members regarding outstanding items, next steps, client tasks
  • Answer telephones to support receptionist, as needed

Weekly

  • Track and Report KPIs
  • Case and administrative filing
  • Follows up on unpaid invoices

Education & Experience

  • High school diploma.
  • Some prior office experience, and experience with business phone systems and office computer systems and software.

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