Client Services Coordinator

Scott + Scott LLP; New York (NY); Hybrid; USD 70,000 - 85,000; Full time

Benefits offered by this job

Health insurance

401K with matching

Paid Time Off

Job summary

Scott + Scott LLP in New York is looking for a Client Development Coordinator to support the Client Development team with administrative tasks. This hybrid role focuses on tracking current and prospective clients, maintaining databases, and managing schedules. The candidate should have prior legal support experience.

Responsibilities include client file management, document preparation, and calendar management. This role requires excellent organizational and communication skills. Benefits include health insurance, 401K matching, and generous paid time off.

Qualifications

• Minimum of 2 years of legal administrative experience required.
• High school diploma or equivalent is required; preferred qualifications include an associate or bachelor's degree in paralegal studies.
• Excellent organizational and time management skills.

Responsibilities

• Assist attorneys in organizing and maintaining client files and documents.
• Utilize digital files for document management, tracking, and timekeeping.
• Prepare and proofread correspondence on behalf of attorneys.
• Maintain attorneys’ calendars and schedule appointments.

Skills

Legal administrative experience

Proficiency in HubSpot

Excellent communication skills

Strong organizational abilities

Attention to detail

Typing skills (60 wpm)

Education

High school diploma

Associate or bachelor's degree in paralegal studies

Tools

Microsoft Office

Job description

The Client Development Coordinator role will be a hybrid of administrative tasks and support for the Client Development team at Scott+Scott Attorneys at Law LLP New York Office.

This opportunity will require a heavy focus on status tracking for current and prospective clients, to be carried out with the highest level of discretion. They will prepare and maintain spreadsheets and online databases, capture meeting minutes and maintain the client development calendar. They are also responsible for managing various administrative tasks such as providing meeting and travel scheduling/planning support and ensuring team operations run smoothly.

Qualified candidates must have previous legal support experience.

They should also be eager to engage with their colleagues and clients and demonstrate excellent communication skills. They have proactive organizational abilities, a high level of attention to detail, a service-minded, problem solving mentality and provide seamless office support to staff as well as current and prospective clients.

DUTIES & RESPONSIBILITIES

Client File Management

• Assist attorneys in by organizing and maintaining client files, documents, and correspondence.
• This involves creating and updating CRM databases and ensuring all necessary materials are readily accessible.

Software and Database Management

• Utilize digital files and project management databases for document management, tracking, and timekeeping purposes.
• Proficiency in relevant software applications, such as HubSpot and the Microsoft Office suite of programs.

Document Preparation

• Prepare and format documents such as letters, short template agreements, and retainers.

Communication and Correspondence

• Draft and proofread correspondence, including letters, emails, and memos, on behalf of attorneys.
• Communicate with clients and other parties involved in the business development process.

Calendar Management

• Maintain attorneys’ calendars, schedule appointments, and arrange meetings.
• Coordinate with clients and other parties to ensure everyone’s availability and participation.

Billing and Timekeeping

• Track attorneys’ billable hours and expenses related to client marketing matters.
• Prepare invoices, review billing statements, and ensure accurate and timely submission to clients.

Administrative Support

• Perform general administrative tasks, including answering phone calls, managing office supplies, maintaining files and records.
• Ability to assemble binders, pamphlets, pitchbooks.
• Coordinating travel arrangements for as needed.

REQUIRED QUALIFICATIONS

Education and Certifications

• A high school diploma or equivalent is required or;
• Associate or bachelor’s degree in paralegal studies or a related field preferred.

Legal Knowledge & Experience

• A minimum of 2 years of legal administrative experience is required.

Administrative Skills

• Excellent organizational and time management skills.
• Attention to detail for proofreading legal documents and maintaining records.
• Strong typing skills (60 wpm).
• Proficiency in relevant software applications, such as HubSpot and the Microsoft Office suite of programs.

Communication Skills

• Clear and effective written and verbal communication skills.
• Ability to draft professional correspondence, communicate with clients and colleagues, and maintain confidentiality when handling sensitive information.

Working Conditions & Physical Requirements

• Typing and Data Entry: Adept with the use of computers to manage schedules, financial records, and communications. Making frequent use of a computer monitor, keyboard and mouse, which can require good hand-eye coordination and finger dexterity.
• Organizational Tasks: This may involve organizing physical files, managing office/kitchen inventory, or setting up spaces for meetings or events.
• Sitting for Extended Periods: This role will require someone to often spend long hours sitting at a desk, answering phones, and managing paperwork.
• Standing: Sometimes, they may need to stand while greeting and/or escorting visitors, handling deliveries, moving around the office for meetings, inspections, and coordination with staff.
• Walking: Moving around the office to deliver messages, handling tasks, assisting with meeting support, coordinating with other employees and visitors.
• Light to Moderate Lifting: This role may need to lift items on frequent basis such as:
• Office Supplies: Boxes of paper, files, office materials, typically weighing 10-30 pounds.
• Equipment: Small office equipment, ranging from 10-30 pounds.
• Packages, Food/Catering deliveries as needed.

Compensation

The annual salary range for this salaried, exempt position is $70,000 to $85,000.

Salary determination will depend on the candidate’s experience and qualifications.

Scott+Scott Attorneys at Law LLP offers a generous package of benefits with the intention of providing their employees with programs and resources that can improve their quality of life.

The following benefits create added value to the work experience and make us a premier employer for full-time employees:

• Health, Dental insurance (+ Firm sponsored contribution towards monthly premium)
• Vision Insurance
• HSA (+ Firm contribution, must be enrolled in a HDHP medical plan)
• Firm provided coverage for Short- and Long-Term Disability, Term Life, AD&D Insurance
• Supplemental insurance coverage for Accident, Hospital and Critical Illness
• Pet Insurance
• Care service resources for children and adults
• 401K with matching
• Parental Leave @ 100% pay + additional paid family leave support per State requirements
• Paid Time Off (PTO)
• 10 paid holidays observed throughout the calendar year

Equal Opportunity Policy Statement

Scott+Scott Attorneys at Law LLP provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Contact: Emily Turner, Director of Human Resources at [e-mail]