Office Coordinator (Independent Office)

Poulin | Willey Trial Lawyers; Salisbury (MD); On-site; USD 17,000 - 24,000; Full time

Benefits offered by this job

Medical and dental coverage

Life insurance

Telemedicine and counseling services

Paid time off

Paid holidays

401(k) with employer match

Technology/equipment provided

Job summary

Poulin | Willey Trial Lawyers is seeking a self-motivated Office Coordinator who thrives when working independently and keeps a busy office running smoothly.

As the primary onsite team member in Salisbury, you’ll greet clients, manage appointments, handle documents, and support operations while maintaining a professional and welcoming environment.

Qualifications

• High school diploma or equivalent.
• Experience in office administration or client-facing support.
• Strong organizational and multitasking skills.
• Ability to work independently and adapt to changing priorities.
• Excellent verbal and written communication.
• Comfort with technology and learning new systems.
• Familiarity with CRM or case management systems is a plus.
• Experience in legal or professional services is a plus.

Responsibilities

• Serve as the primary onsite representative for the office and collaborate with teammates across the firm.
• Welcome and assist clients and visitors with professionalism and hospitality.
• Communicate with clients regarding appointments, documentation, scheduling, and next steps.
• Assist in gathering client information and required documents.
• Complete intake forms for prospective walk-in clients for follow-up by the team.
• Coordinate document execution and signatures to support clients through cases.
• Receive and route deliveries, mail, and physical documents.
• Maintain conference room schedules and support day-to-day office operations.
• Monitor office supplies and coordinate replenishment as needed.
• Support multiple departments with administrative and operational tasks.
• Maintain accurate notes, records, and tasks within Litify.
• Track pending requests and ensure timely follow-up and completion.

Skills

Office administration

Customer service

Scheduling

Communication

Independent work

Education

High school diploma or equivalent

Tools

Litify

Job description

We’re looking for a self-motivated, highly organized, and adaptable Office Coordinator who enjoys taking ownership of their work. This role is ideal for someone who thrives while working independently, responds positively to changing priorities and processes, and remains closely connected with teammates across the firm.

As the primary onsite team member in one of our office locations, you’ll play an important role in ensuring the office operates efficiently while creating a welcoming and professional experience for every client and visitor. Although you’ll work independently day to day, you’ll collaborate regularly with colleagues across the firm to support clients and keep operations running smoothly.

As the first point of contact for many of our clients, you’ll help shape their experience with our firm. From greeting visitors and coordinating appointments to communicating with clients, managing documentation, and supporting office operations, you’ll help ensure every interaction is professional, timely, and compassionate.

You’ll support multiple teams through client communication, scheduling, document coordination, administrative support, and office operations while helping ensure clients receive exceptional service throughout their experience with the firm.

The ideal candidate is highly organized, detail-oriented, adaptable to change, comfortable balancing competing priorities, and confident communicating with clients both in person and over the phone. This role is a great fit for someone who enjoys helping people, takes ownership of their work, and is comfortable working independently in a professional office environment.

What You’ll Do

• Serve as the primary onsite representative for the office while collaborating closely with teammates across the firm.
• Welcome and assist clients and visitors with professionalism and hospitality.
• Communicate with clients regarding appointments, documentation, scheduling, and next steps.
• Assist in gathering client information and required documents.
• Complete intake forms for prospective walk-in clients to facilitate follow-up by the appropriate team.
• Coordinate document execution and signatures to support clients through the final stages of their cases.
• Receive and route deliveries, mail, and physical documents.
• Maintain conference room schedules and support day-to-day office operations.
• Monitor office supplies and coordinate replenishment as needed.
• Support multiple departments with administrative and operational tasks.
• Maintain accurate notes, records, and tasks within Litify.
• Track pending requests and help ensure timely follow-up and completion.
• Adapt to evolving priorities, procedures, technology, and business needs.
• Maintain a clean, organized, and professional office environment.
• Uphold our Core Values in every client and team interaction.

What We’re Looking For

• Previous experience in office administration, customer service, reception, hospitality, or client-facing support.
• Ability to work independently, manage time effectively, and take ownership of daily responsibilities.
• Strong organizational and multitasking skills, with the ability to manage competing priorities.
• Adaptability and a positive approach to changing priorities, procedures, and responsibilities.
• Excellent verbal and written communication skills.
• A professional, empathetic, and client-focused approach.
• Comfort working in a technology-forward environment and learning new systems and software.
• Experience with CRM, case management, or workflow management systems preferred.
• Legal office, personal injury, or professional services experience is a plus.
• High school diploma or equivalent required; additional education or training is a plus.

Compensation

• Base wage: $15.00 per hour.
• Other compensation:This position is eligible for monthly performance-based incentives tied to the completion of eligible tasks. Incentive opportunities vary based on office case volume, available workflow, and individual productivity and are not guaranteed.

Eligible employees may receive medical and dental coverage with employer contributions, employer-paid life insurance, telemedicine and counseling services, flexible paid time off, paid holidays, a 401(k) with employer match after six months, and employer-provided technology/equipment. Eligibility and benefit terms are subject to applicable plans and company policies.

Why Join Us

At Poulin | Willey, you’ll be part of a team dedicated to delivering exceptional service and support to clients during some of the most challenging times in their lives. We combine compassionate client care with innovative technology and efficient processes to create an outstanding experience for both our clients and team members.