Customer Services & Operations Coordinator

Cain, Cain & Janik, PLLC; Norman (OK); On-site; USD 57,308,000 - 74,501,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

Paid holidays

Paid time off

Job summary

Cain, Cain & Janik, PLLC is seeking a Customer Services & Operations Coordinator in Norman, OK. The role focuses on coordinating client and attorney communications, managing front-office tasks, scheduling meetings, and ensuring efficient office operations from engagement through completion of estate planning matters.

The ideal candidate exhibits organization, reliability, and strong client-facing skills, with the ability to handle multiple priorities and maintain a high level of service

Qualifications

• Organizational skills, attention to detail, and reliability.
• Customer service focus and professionalism.
• Strong communication across clients and team members.
• Accurate records, scheduling, and data entry per procedures.
• Ability to handle multiple priorities and follow established workflows.
• Comfort with firm software and office technologies.

Responsibilities

• Manage front-office functions.
• Answer incoming calls and greet visitors.
• Support day-to-day office administration.
• Facilitate client communications and progress through workflows.
• Coordinate client matters and scheduling of meetings.
• Ensure tasks are completed accurately and on time.
• Maintain file management, scheduling, and documentation.
• Collaborate to uphold service standards and team effectiveness.

Skills

Organization & Time Management

Client Service

Communication

Administrative Accuracy

Problem Solving

Technology Proficiency

Job description

Customer Services & Operations Coordinator

About this position

The Client Services & Operations Coordinator serves as a central point of coordination for clients, attorneys, and office operations. This role supports the firm's mission by helping ensure that clients receive a positive, organized, and responsive experience from engagement through completion of their estate planning matter.

Benefits & Compensation

• Job Type: Full-time, in-office, Monday through Friday, 8:30 am to 5:30 pm

• Pay: $20 to $26 per hour, depending on experience

• Paid Holidays and Earned Paid Time Off

• Health, Dental, Vision, and Life Insurance

Compensation:

$20 - $26 hourly

Responsibilities:

• Manage front-office functions,

• Answer incoming calls,

• Greet clients and other guests to the office,

• Supporting day-to-day office administration,

• Facilitating client communications,

• Coordinating the progression of client matters through established workflows,

• Schedule Meetings,

• Ensuring administrative, scheduling, client communication, and file management tasks are completed accurately and on time.

Qualifications:

We are seeking a proactive, organized professional who takes initiative, follows through on commitments, and contributes positively to the client experience and the firm's overall effectiveness. Success in this position requires strong organizational skills, attention to detail, professionalism, follow-through, and the ability to coordinate multiple priorities while maintaining a high level of client service.

Key Competencies

• Organization & Time Management: Effectively manages multiple responsibilities, deadlines, and competing priorities while maintaining accuracy and attention to detail.

• Client Service: Demonstrates professionalism, responsiveness, empathy, and a commitment to providing an exceptional client experience.

• Communication: Communicates clearly and professionally with clients, attorneys, vendors, and team members through written, verbal, and electronic channels.

• Administrative Accuracy: Maintains accurate records, documentation, scheduling, and data entry in accordance with established procedures.

• Problem Solving: Identifies issues, gathers relevant information, and coordinates appropriate next steps within established workflows.

• Technology Proficiency: Comfortably utilizes firm software, scheduling systems, document management platforms, and office technology to support daily responsibilities.

Successful Candidates

• Take ownership of their assigned responsibilities and follow established processes

• Communicate effectively and professionally with clients and team members

• Anticipate routine needs and prepare accordingly

• Maintain a high level of organization and attention to detail

• Demonstrate reliability, accountability, and professionalism

• Support the firm's mission, values, and service standards

• Contribute to a collaborative, team-oriented work environment

• Consistently meet performance expectations, deadlines, and attendance requirements

The ideal candidate finds satisfaction in helping others, creating order from complexity, and supporting clients and attorneys through important life-planning matters.

About Company

We are a fast-growing law practice focused on Estate Planning and Trust Administration in Norman, Oklahoma. We provide a unique experience for clients through the use of a highly advanced system for delivering estate planning services. Our goal is to develop long-lasting, supportive relationships with our clients and their families. We hope that through those relationships, clients will live better lives, have better relationships within their own family and community, and that their family will have a smoother transition if the client becomes disabled or upon the client's death.

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