Office Coordinator

ADP, Inc.; Lexington (KY); On-site; USD 35,000 - 50,000; Full time

Benefits offered by this job

Monthly incentive opportunities

Paid training

Collaborative team environment

Job summary

Poulin | Willey Trial Lawyers seeks an Office Coordinator (Client Care Professional) in Lexington, KY. This role is essential for supporting clients and managing office operations while providing exceptional service.

Responsibilities include welcoming clients, coordinating communications, and maintaining records. The ideal candidate is organized, detail-oriented, and enjoys helping others. Join a collaborative team focused on meaningful work and client care.

Qualifications

• High school diploma or equivalent required.
• Customer service, reception, hospitality, or administrative experience needed.
• Strong communication, organization, and multitasking skills are essential.

Responsibilities

• Welcome clients and visitors, creating a warm, professional impression.
• Serve as primary onsite point of contact for office operations.
• Answer phone calls, emails, and walk-in inquiries with professionalism.
• Schedule client and medical appointments, maintaining accurate records.
• Manage front desk operations and ensure a clean office environment.

Skills

Customer service

Organization

Communication

Multitasking

Detail-oriented

Education

High school diploma or equivalent

Associate’s or Bachelor’s degree

Tools

CRM software

Case management software

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Lexington, KY, US

2 days ago Requisition ID: 1051

Take ownership. Support clients. Make a difference.

At Poulin | Willey Trial Lawyers, the Office Coordinator serves as a Client Care Professional (CCP)—playing an important role in supporting clients throughout their legal journey while serving as the welcoming face of one of our independent office locations.

This role combines exceptional customer service, front desk operations, and administrative support. You'll be the primary onsite team member, managing the day-to-day operations of the office while working closely with attorneys, paralegals, medical providers, insurance representatives, and remote teammates to deliver an outstanding client experience.

If you're someone who enjoys taking ownership, staying organized, and helping people, we'd love to meet you.

What You'll Do

As an Office Coordinator (Client Care Professional), you'll play a key role in ensuring both our clients and our office are well supported every day.

Responsibilities include:

• Welcome clients and visitors while creating a warm, professional first impression.
• Serve as the primary onsite point of contact for clients, visitors, and daily office operations.
• Answer incoming phone calls, emails, and walk-in inquiries with empathy and professionalism.
• Coordinate communication between clients, attorneys, paralegals, medical providers, insurance companies, and remote team members.
• Schedule client appointments, medical appointments, and meetings.
• Maintain accurate client records and documentation within our case management system.
• Track follow-ups, callbacks, client requests, and outstanding tasks through completion.
• Assist with legal support tasks such as correspondence, client disbursements, and document coordination.
• Manage front desk operations, including mail, deliveries, office supplies, conference rooms, and overall office readiness.
• Take ownership of maintaining a clean, organized, and professional office environment.
• Collaborate closely with remote teammates to ensure clients receive seamless service.
• Perform additional administrative and operational duties as assigned.

What We’re Looking For

We’re looking for someone who:

• Loves helping people and creating positive first impressions.
• Is comfortable working independently and taking ownership of daily responsibilities.
• Is highly organized with exceptional attention to detail.
• Has excellent customer service and communication skills.
• Can confidently manage multiple priorities in a fast-paced environment.
• Is dependable, proactive, and follows through without needing constant direction.
• Works well independently while staying connected with a collaborative remote team.
• Is comfortable learning new technology and software systems.

Qualifications

Required

• High school diploma or equivalent.
• Customer service, reception, hospitality, or administrative experience.
• Strong communication, organization, and multitasking skills.
• Ability to maintain professionalism and confidentiality.

Preferred

• Associate’s or Bachelor’s degree.
• Legal office or personal injury experience.
• Experience using CRM or case management software (Litify is a plus).
• Notary Public.
• Spanish or other bilingual language skills.

Why Join Poulin | Willey?

• Monthly incentive opportunities
• Paid training and ongoing development
• Supportive and collaborative team environment
• Meaningful work helping clients during important moments in their lives
• The opportunity to take ownership of your own office while receiving the support of an experienced remote team

If you’re looking for more than just a front desk role and enjoy providing exceptional client service while independently managing an office, we’d love to hear from you.