Legal Workflow Coordinator

Global Business Transformation Solutions, LLC (GBTS); United States; Hybrid; USD 36,000 - 39,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

PTO

Job summary

Opensity Solutions is seeking a Workflow Coordinator for a hybrid role based in Phoenix, AZ. The position supports the Word Processing Department, coordinating requests and ensuring smooth handoffs to processors while upholding service standards.

The role involves monitoring workflow, providing high-quality client service, and escalating issues when necessary, with a Monday-Thursday 8:00 p.m. to 7:00 a.m. shift. Applicants should have strong communication and organizational skills.

Qualifications

• High School Diploma required; advanced/additional education preferred or equivalent combination of education and experience.
• 3-5 years of experience in a legal document production environment and/or legal secretarial role.
• Working knowledge of legal terminology and familiarity with a law firm environment.
• Proficiency with Microsoft Word, Excel, Outlook, and PowerPoint; familiarity with document management systems.

Responsibilities

• Provide exceptional customer service to attorneys and staff via Word Processing Department.
• Manage, monitor, and prioritize workflow during assigned shifts to meet deadlines.
• Perform Document Specialist duties as required based on workload.
• Coordinate workflow transitions across shifts to ensure continuity of service.
• Communicate via work requests, email, phone, and messaging platforms for timely completion.
• Collaborate with Supervisors and Coordinators to maintain procedures and documentation.
• Escalate operational issues to the Supervisor promptly.
• Support additional document processing initiatives and firm projects as assigned.

Skills

Customer service

Communication

Interpersonal

Teamwork

Proofreading

Education

High School Diploma

Tools

Word

Excel

Outlook

PowerPoint

Document Management Systems

Job description

About Us

Opensity Solutions is the largest tech‑enabled managed services organization serving leading law firms, financial institutions and professional services firms. At Opensity, we provide integrated operational platforms, automation and advisory services that enable clients to modernize operating models, reduce cost and accelerate growth. Our capabilities include IT and technology solutions, document processing and administrative support, marketing and communications, billing and AP/AR services, records and information governance, workflow automation, consulting and hospitality and facilities services.

Our Mission

Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.

Job Description

The Workflow Coordinator delivers high quality customer service by coordinating requests and completing related administrative responsibilities. This role partners closely with other Coordinators and Supervisors to ensure smooth handoffs to processors and consistent, high quality service. The Workflow Coordinator takes a proactive approach to identifying team needs, recommending improvements, and supporting staff to maintain strong working relationships and service standards. This is a hybrid position based at Opensity's newly renovated Phoenix, AZ office. The scheduled shift of this position is Monday - Thursday 8:00p.m to 7:00a.m

RESPONSIBILITIES

• Provide exceptional customer service to attorneys and staff utilizing the Word Processing Department through professional, responsive, and detail-oriented communication.
• Manage, monitor, and prioritize workflow during assigned shifts to meet attorney deadlines and service expectations.
• Perform Document Specialist duties as required, based on workload and business needs.
• Coordinate workflow transitions across shifts using Shift Status emails, written instructions, and verbal communication to ensure continuity of service.
• Communicate effectively through work requests, email, telephone, and messaging platforms to support timely and accurate job completion.
• Collaborate with Supervisors and fellow Coordinators to maintain, update, and implement departmental procedures and documentation.
• Escalate operational issues, potential risks, and employee relations concerns to the Supervisor in a timely and professional manner.
• Support additional document processing initiatives, firm projects, and departmental functions as assigned.

REQUIREMENTS

• High School Diploma required; advanced/additional education preferred or equivalent combination of education and experience.
• 3-5 years of experience in a legal document production environment and or legal secretarial role.
• Working knowledge of legal terminology and familiarity with a law firm environment.
• Demonstrated proficiency with Document Management Systems and Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Strong spelling, grammar, punctuation, and proofreading skills.
• Demonstrated ability to organize, prioritize, and manage multiple assignments in a deadline driven environment.
• Self-directed with strong initiative and the ability to work independently with minimal supervision.
• Proven ability to perform effectively under pressure while maintaining accuracy and quality.
• Excellent communication, interpersonal, teamwork, and customer service skills.

The Compensation range for this role is 26.00-28.00 USD per hour. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.

All eligible employees receive access to a comprehensive benefits package, including:

• Medical insurance
• Dental insurance
• Vision insurance
• 401(k) retirement plan
• Paid Time Off (PTO)
• #INDHP

Opensity is committed to fostering an inclusive, equitable, and accessible workplace. We believe diverse perspectives strengthen our teams and the work we do for our clients.

Opensity provides equal employment opportunities to all applicants and employees and does not discriminate on the basis of race, colour, religion or creed, sex, sexual orientation, gender identity or expression, age, national or ethnic origin, ancestry, citizenship, disability, family status, marital status, source of income, record of offences, or any other characteristic protected under applicable federal or provincial human rights legislation.

We are committed to fair and barrier free recruitment, selection, and employment practices, and to providing reasonable accommodation throughout the hiring process and employment lifecycle, in accordance with applicable human rights legislation.

Candidates who require accommodation during any stage of the recruitment process are encouraged to advise our Talent team so appropriate support can be provided.

We believe in treating everyone with dignity, kindness, and empathy. We foster an inclusive culture where diverse perspectives are valued, and mutual respect is the cornerstone of our interactions.

We take ownership of our actions and decisions, acknowledging their impact on our team, the organization, and our clients. We strive for transparency and follow through on our commitments, fostering trust and reliability within our community.

We understand that working together yields the best results and that our parts are better together. We actively promote teamwork, open communication, and the sharing of ideas. By embracing diverse talents and perspectives, we create a supportive and innovative environment that encourages collective growth and empowerment.

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