Client Services & Office Coordinator

The Alliance of Idaho; Hailey (ID); On-site; USD 28,000 - 39,000; Full time

Benefits offered by this job

Four-day work week

Nonprofit environment

Hailey, Idaho office

Job summary

The Alliance of Idaho is seeking an organized Client Services & Office Coordinator to help keep our busy immigration legal services office running smoothly. You will answer phones, welcome clients, schedule consultations, accept payments, manage documents, and connect clients with the right team member.

This role is fast-paced and requires meticulous attention to detail, ability to prioritize, and a welcoming, professional manner.

Qualifications

• Front-desk or client-facing experience in a fast-paced office.
• Confidential handling of documents and payments.

Responsibilities

• Answer incoming calls and connect clients with the right team member.
• Welcome clients and visitors to the office.
• Schedule and confirm appointments and consultations.
• Process client payments and issue receipts.
• Scan, copy, and organize client documents.
• Maintain filing systems and organize shared spaces.
• Order and manage office supplies and copier maintenance.
• Provide administrative support to paralegals and attorneys.
• Anticipate needs and help improve team efficiency.

Skills

Bilingual Spanish-English

Organization

Phone support

Document management

Tools

MS Office

Job description

The Alliance of Idaho is seeking an organized and capable Client Services & Office Coordinator to help keep our busy immigration legal services office running smoothly.

This person will often be the first person our clients encounter when they call or walk through our doors. You will answer phones, welcome clients, schedule consultations, accept payments, manage documents, and make sure people get connected with the right member of our team.

You will also help keep the office itself organized and functioning—from maintaining files and scanning documents to ordering supplies and making sure the copier keeps doing what copiers are supposed to do.

This is a fast-paced job in a fast-paced office. The phone rings. Someone walks in. A paralegal needs a document scanned. A client needs to make a payment. An attorney needs copies for a hearing. An appointment needs to be rescheduled. The printer is out of paper. Often, several of those things happen at once.

We are looking for someone who can keep track of the details, figure out what needs to happen first, and genuinely enjoys being the person who helps a busy team function well.

About The Alliance

The Alliance of Idaho is a nonprofit immigration legal services organization serving families in Blaine County and communities throughout rural Idaho. We represent clients in immigration court proceedings; prepare and file immigration applications; assist people navigating asylum and other forms of humanitarian relief; represent young people seeking Special Immigrant Juvenile Status; and provide legal guidance and support to members of our community.

Our office handles a high volume of legal work. Our phones ring throughout the day, clients walk through our doors needing help, appointments change, documents arrive, deadlines matter, and unexpected needs come up constantly.

In immigration law, details matter enormously. Paperwork can save lives. A document scanned into the right file, an appointment scheduled before a deadline, a message that reaches an attorney quickly, a payment recorded correctly, a form copied and ready when it is needed—these may seem like small things, but they are part of providing excellent legal representation to people whose safety, families, livelihoods, and futures may depend on our work.

What You’ll Do

Client Services

• Answer incoming phone calls and help callers get connected with the appropriate person or service.
• Welcome clients and community members who come into the office.
• Schedule and confirm client appointments and legal consultations.
• Collect and process client payments and provide receipts.
• Help clients understand basic office procedures and what they need to bring to appointments.
• Communicate clearly and compassionately with people who may be navigating stressful or urgent situations.
• Recognize when something may be urgent and make sure it reaches the appropriate staff member quickly.

Office Organization + Administration

• Scan, copy, and organize client documents.
• Help maintain accurate physical and electronic filing systems.
• Keep the filing room and shared office spaces organized.
• Order and maintain office supplies.
• Manage routine copying and printing needs and coordinate copier maintenance and service.
• Help make sure forms, supplies, and materials are available when staff need them.
• Assist with mail and other routine office administration.
• Notice what needs doing and take responsibility for getting it done.

Support the Legal Team

• Provide administrative support to paralegals, attorneys, and other members of the team as needed.
• Help prepare, copy, scan, organize, and assemble documents.
• Assist with administrative projects during particularly busy periods.
• Anticipate what might make someone else’s work easier or more efficient.
• Pitch in when a teammate needs help.Work collaboratively with the entire Alliance team as needs and priorities change.

Who We’re Looking For

Temperament matters enormously in this position. We are looking for someone who likes being useful and takes satisfaction in making a busy office work well.

The right person for this job:

• Is fluent in both Spanish and English.
• Is exceptionally organized and attentive to detail.
• Can manage interruptions and competing priorities without losing track of what needs to happen next.
• Stays steady when the phone is ringing, someone is waiting at the front desk, and three people need something.
• Knows how to prioritize what is urgent and what can wait.
• Takes initiative rather than always waiting to be told what to do.
• Notices details and follows through.
• Is comfortable with computers and willing to learn the systems we use.
• Communicates clearly and professionally.
• Understands the importance of confidentiality when working with client information.
• Wants to be part of a team and understands that everyone’s work contributes to the mission.

Experience working in a legal office, nonprofit, medical office, school, or other high-volume, client-facing environment is helpful but not required. We care enormously about reliability, organization, judgment, kindness, initiative, and the ability to stay focused in a busy environment.

Why This Position Matters

For many people, you will be their first contact with The Alliance. Someone may call because they received a letter they don’t understand. A family may walk through the door worried about a court date. Someone may need to schedule their first legal consultation and have no idea what to expect.

You do not need to know the legal answer. Your job is to listen carefully, gather the information we need, recognize what may be urgent, and connect people with someone who can help.

Every document you scan, appointment you schedule, file you organize, message you route, and problem you solve create more time for our paralegals and attorneys to do the careful legal work our clients need. At The Alliance, administrative work is not separate from our mission. It makes our mission possible.

Our Culture

The work we do is serious, urgent, and deeply consequential. Immigration law is changing rapidly, the political environment can be intense, and our legal team manages a high volume of cases while responding to the evolving needs of our community.

And we are also a team that laughs. A lot.

We believe people can do difficult work without making the workplace itself difficult. We support one another, joke with one another, share ideas freely, and step in when someone needs help. We work collaboratively and often non-hierarchically: good ideas can come from anyone, everyone’s perspective matters, and we solve problems together.

For this position in particular, being part of the team matters. We are looking for someone who gets satisfaction from helping other people do their jobs well and understands that supporting the legal team is itself essential to serving our clients. There is no unimportant work here.

We also recognize that work this intense can take a toll. Our four-day work week reflects our commitment to making this work sustainable, for our staff as well as for the organization. We want people to have time to rest, be with the people they love, pursue the things that matter to them outside of work, and return with the energy and capacity this work requires. We believe taking care of the people doing the work is part of taking care of the work itself.

The Alliance is fast-paced and creative. We care about doing excellent work, and we care about the people doing that work. At a moment when immigration policy can feel overwhelming, there is something extraordinarily powerful about coming to work each day knowing that what you do is making a real and immediate difference in the lives of people in our community.

Schedule + Compensation

Work location: In person at The Alliance office in Hailey, Idaho

Compensation: $24/hour