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Client Coordinator

Journey Law

132 2nd St E Unit 101, Cornwall, ON

$19.00–$22.50 an hour - Full-time

Location

132 2nd St E Unit 101, Cornwall, ON

Benefits

Pulled from the full job description

Paid time off
Casual dress
On-site parking

Full job description

Formal job requirements are below. We have focused on specific requirements in this posting, but if you want to get a feel for the firm, check out our website and social media pages to get a feel for who we are.

Generally, the Client Coordinator is the first and main point of contact for all new and existing clients. This position assists in the flow of work and managing client communication and scheduling for the office and supports the lawyers and other members of the Journey Law Team.

Client Intake/Client Coordinator:

Managing phones and handle intake of all new clients via phone, email and web forms;

Contact all potential clients coming in via web forms and email (or phone if needed);

Assess for client accommodations and determine how to intake or refer client based on firm criteria;

Follow up with potential clients to schedule appointments/consultations/sign ups;

Prepare potential client intake paperwork and open all new files (including setting appropriate templates and task lists);

Prepare files and conference rooms for new client appointments;

Tidy conference rooms post consultation;

Ensure that every potential client is properly documented in our case management system;

Accurately track the source of lead in the case management system;

Follow up with lawyers to which cases have been referred;

Process client payments;

Troubleshoot technical issues and build out automated workflows (after appropriate training provided);

Assist firm with social media management and marketing.

The Client Coordinator will provide administrative support on client files, such as:

Faxing, scanning, photocopying, preparing documents;

Electronic file management as well as hard copy;

Open and close files, act as general client intake for real estate matters, book consultations, enter new or amended client information into software programs;

Client letters, follow up, client service and client maintenance, including general file maintenance;

Telephone answering and telephone intake;

Interviews with clients to collect information and prepare documents;

Reviewing documents;

Ordering searches;

Drafting letters and documents and reviewing;

Requesting information from various agencies;

Act as witness for will, trust and Power of Attorney signing;

Calendar and schedule management for supervising lawyer;

Diarizing deadlines and following up with daily tasks and reminders;

Reviewing Agreements of Purchase and Sale and ensuring supervising lawyer reviews same;

Send introductory letter to clients, including questionnaires and pamphlets regarding required information;

Manage the vault for wills and corporate minute books and ensure inventory records are accurately maintained;

Exercise tact, compassion and good judgment when dealing with clients and ensure confidentiality.

The Client Coordinator shall also work in a manner that generally supports the policies and procedures of Journey Law, including the paperless policy.

Other Requirements:

Some post-secondary education in a legal or business administration program is preferred.

Experience working in an office environment.

Proficiency in all Office 365 products, CRM software, practice management software, etc. - there will be tests on Office 365 products as part of the interview.

Excellent written and verbal communication skills in English and French.

Customer service experience

Document management experience

Journey Law is committed to equity, diversity and inclusion. We are committed to providing inclusive, barrier-free recruitment and selection processes and a work environment that supports our diverse workforce. If you require accommodations at any stage of the recruitment process, please let the recruiter know when contacted. All requests for accommodation will be considered in a fair and objective manner that will ensure applicants are treated with respect and dignity.

Job Type: Full-time

Pay: $19.00-$22.50 per hour

Expected hours: 37.5 per week

Benefits: