Client Services Specialist

Lexitas; Irvine (CA); On-site; USD 34,000 - 37,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

401(k) match

Paid time off and holidays

Maternity leave and bonding leave

Job summary

Lexitas is seeking a Client Services Specialist to be the first point of contact for our legal clients, handling timely email responses, onboarding, and cross‑department coordination.

You will manage data entry, schedule deposition services, and support billing accuracy while maintaining confidentiality and HIPAA compliance in an on-site Irvine office.

Qualifications

• 1+ year experience in litigation services, legal support, or a customer service role.
• Understanding of HIPAA compliance is preferred but can be trained.
• Reliable attendance and strong work ethic.

Responsibilities

• Serve as the primary email contact for new and existing clients, ensuring timely, accurate responses.
• Onboard new clients and users into Lexitas systems and introduce them to our online client portal.
• Manage data entry tasks, including job orders, new attorney/firm profiles, locations, and client preferences.
• Coordinate and schedule deposition services across departments.
• Monitor job queues and backlogs, update case statuses, and send daily job entries.
• Collaborate with sales and operations to support lead generation, resolve client concerns, and ensure job execution.
• Generate and distribute client job reports and confirm billing accuracy.
• Support the call queue when needed and assist with after-hours availability on a rotating basis.

Skills

Data entry

Typing

Communication

HIPAA knowledge

Customer service

Microsoft Outlook

Microsoft Word

Adobe Acrobat

Education

High school diploma

Tools

Microsoft Outlook

Microsoft Word

Adobe Acrobat

Job description

CLIENT SERVICES SPECIALIST

Lexitas provides legal and corporate services, where organized, detail‑focused professionals ensure responsive client support and accurate coordination.

LOCATION: This is a full‑time, on‑site position based at our Irvine office located at 17752 Skypark Circle, Ste 100, Irvine, CA 92614

PAY RATE: $25-$27/hr

BENEFITS

• Medical, dental, and vision coverage; 401(k) with company match; paid time off and paid holidays, company paid maternity, baby bonding and military leave.

Join a High‑Growth Legal & Corporate Services Leader

ABOUT THE ROLE

As a Client Services Specialist, you’ll be the first line of communication between Lexitas and our legal clients—ensuring high-touch support through timely email correspondence, order fulfillment, and client onboarding. This role is pivotal in managing new client integrations, responding to daily client inquiries, and coordinating across departments to ensure smooth delivery of services. You’ll thrive in this role if you’re organized, proactive, and dedicated to exceptional client service.

Lexitas is a rapidly growing national provider of legal and corporate support services, including court reporting, medical record retrieval, process service, registered agent services, and corporate filings. Our mission is to deliver unmatched service with integrity, professionalism, and responsiveness.

KEY RESPONSIBILITIES

• Serve as the primary email contact for new and existing clients, ensuring timely, accurate responses.
• Onboard new clients and users into Lexitas systems and introduce them to our online client portal.
• Manage data entry tasks, including job orders, new attorney/firm profiles, locations, and client preferences.
• Coordinate and schedule deposition services across departments.
• Monitor job queues and backlogs, update case statuses, and send daily job entries.
• Collaborate with sales and operations to support lead generation, resolve client concerns, and ensure job execution.
• Generate and distribute client job reports and confirm billing accuracy.
• Support the call queue when needed and assist with after‑hours availability on a rotating basis.
• Maintain confidentiality and compliance with HIPAA regulations for handling legal and medical records.

WHAT WE’RE LOOKING FOR

• Exceptional attention to detail and a strong sense of accountability.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong data entry and typing proficiency with a focus on accuracy.
• Outstanding verbal and written communication skills.
• A positive, client-first attitude with excellent customer service instincts.
• Team-oriented mindset with the flexibility to adapt to shifting priorities.
• Proficiency in Microsoft Outlook, Word, Adobe Acrobat, and standard office tools.
• Knowledge of legal terminology or deposition notices is a plus.

QUALIFICATIONS

• High school diploma or equivalent required.
• 1+ year experience in litigation services, legal support, or a customer service role.
• Understanding of HIPAA compliance is preferred but can be trained.
• Reliable attendance and strong work ethic.
• Flexibility to work occasional overtime or on‑call shifts as needed.

SUPERVISORY RESPONSIBILITIES

This role is not a supervisor position.

LANGUAGE SKILLS

Ability to effectively present information and respond to questions from internal and external customers whose first language is English.

CERTIFICATES, LICENSES, REGISTRATIONS

None

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle or feel objects, type and use mouse; reach with hands and arms; and talk and/or hear. The employee is required to sit for extended periods of time.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee regularly works in an office environment in a clerical environment. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets.

TRAVEL REQUIREMENTS

No travel is expected for this position.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to the job at any time with or without notice.

AAP/EEO STATEMENT

Lexitas prohibits discrimination based on race, religion, gender, national origin, age, disability, veteran status, marital status, pregnancy, gender identity, sexual orientation or any other legally protected status.