Client-Focused Office Coordinator in Fast-Paced Firm

Poulin | Willey Trial Lawyers; Ladson (SC); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Bonus opportunities

Job summary

Poulin Willey Trial Lawyers is seeking an Office Coordinator to be the welcoming hub of a busy practice. You will greet clients, manage appointments, coordinate documents, and keep cases moving smoothly with accurate notes in Litify.

You’ll support multiple teams, handle calls, and maintain an organized office while upholding compassionate, professional service for every client interaction.

Qualifications

• 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.
• Professional, empathetic, and client-focused approach.
• Comfortable working in a fast-paced environment with frequent interruptions and changing priorities.
• 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.
• Legal office, personal injury, or professional services experience is a plus.
• High school diploma or equivalent required; additional education or training is a plus.

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.
• Assist in gathering client information and required documents.
• Coordinate 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.

Skills

Organizational skills

Multitasking

Verbal and written communication

Empathetic, client-focused

Adaptable in fast-paced environments

Tech-savvy / learn new systems

CRM / case management experience

Legal/PI office experience a plus

High school diploma or equivalent

Education

High school diploma or equivalent

Tools

Litify

CRM systems

Document management software

Job description

Poulin Willey Trial Lawyers is seeking an Office Coordinator to be the welcoming hub of a busy practice. You will greet clients, manage appointments, coordinate documents, and keep cases moving smoothly with accurate notes in Litify.

You’ll support multiple teams, handle calls, and maintain an organized office while upholding compassionate, professional service for every client interaction.