Office Coordinator

Location

Norwalk, CT | United States

Job description

We are seeking an experienced, part-time Office Coordinator to join our Norwalk, CT office to handle general office practicalities, manage client communications, and assist the Managing Attorney and other staff, with administrative tasks as needed. The ideal candidate will have a track record of success with receiving inbound calls and converting those calls into consultations. This is an exciting opportunity for someone who enjoys working independently, takes pride in their ability to juggle many tasks at the same time, and is looking for a position that has growth potential. If you thrive in a fast-paced environment, have a passion for communication, and a strong attention to detail, we want you on our team. The Office Coordinator is responsible for providing excellent customer service for our potential new clients and for managing all client communications. They intersect with our Attorneys, Legal Research Analysts, Legal Assistants, and the Executive team. This person will be expected to handle all phone and web-based leads, open, close and manage files, report on calls, oversee calendars and scheduling, run meetings and present on various topics, and other administrative tasks, including handling mail, shipping and ordering office supplies. The Office Coordinator is a true team player and is revered as a key part of our business. 20 hrs/wk is what we are looking for to start. This role has the potential to become a full-time position with benefits for the right candidate. Responsibilities: As an Office Coordinator, you will play a pivotal role in engaging potential new clients (PNCs), onboarding new clients, and managing communications and document retention related to this. You will be responsible for a range of tasks, including but not limited to: • Answering incoming telephone calls, and responding promptly to web-based queries, with a friendly and professional demeanor • Sales of consultation over the phone and their scheduling • Efficiently creating and managing documents and files related to PNCs and existing clients • Facilitating the electronic signature process for intake paperwork • Conducting "Introductory Call" with PNC and new client Welcome Meeting • Follow up diligently on pending paperwork to ensure completion • Create materials for use with PNCs, existing clients and referral sources, including checklists, flow charts, Client Bulletins, Canva presentations, etc. • Update PNC Leads to Conversions sheet and other internal office documents • Schedule follow-up phone calls, web-based meetings, and events with PNCs, clients, referral sources, and speaking opportunities • Create and send materials to PNCs, clients, and referral sources • Input data into firm software programs and dispatch communications through the same • Scheduling and management of the Managing Attorney’s calendar • Conduct outreach to potential and existing referral sources • Helping with seminars/webinars, presentations, and other marketing • Occasional other administrative and legal tasks, as needed Qualifications: Required Qualifications: • Bachelor’s degree from a university Or 10+ years doing this role, or similar work • At least 3 years of full-time experience in a professional office environment • Sales experience • Proficiency in MS Outlook (email and calendar), Word, Excel, PowerPoint, and Teams • Strong telephone answering and verbal communication skills • Experience with scheduling and calendaring meetings • Attention to detail and the ability to meet deadlines • Experience with drafting administrative materials and spreadsheets • Solid listening and empathy skills • Experience with conducting internet and database research and organizing findings • Self-motivation and capability to work independently Preferred Qualifications: The ideal candidate for this role should possess: • Spanish-speaking competency • Experience in a fast-paced professional environment • A “Can Do” attitude • Takes pride in meeting goals and supporting a team • Experience with legal support software, including LawPay, Lawmatics, Clio, etc. • Proficiency in Zoom, inc. setting up meetings, webinars, and the post-webinar survey • Enthusiasm for learning and keeping up-to-date with technology About Company: We are a regulatory compliance law firm in Connecticut and New York and have saved our clients millions of dollars through the successful defense against government agency actions. We help growth-minded companies mitigate risk, and implement their legal obligations into company processes and standard operating procedures, to ensure day-to-day compliance while enabling clients to stay out of trouble and focus on what matters the most.  We are committed to developing our team both professionally and personally and are always striving for continuous improvement internally. The Clark-Esposito Law Firm, P.C. is an equal-opportunity employer, and we welcome applicants from diverse backgrounds. Note: Where we are interested in you as a candidate, a request for a cover letter to be made.

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