Onsite Office & Client Services Coordinator

Poulin | Willey Trial Lawyers; Lumberton (NC); On-site; USD 36,000 - 52,000; Full time

Benefits offered by this job

Bonus opportunities

Job summary

Poulin | Willey Trial Lawyers is seeking an Office Coordinator to be the first onsite contact, greet clients, and manage scheduling and documentation. You’ll work independently while coordinating with teams to ensure smooth operations and exceptional client experiences.

The role emphasizes organization, strong communication, and ownership of daily tasks in a professional law-office setting. Spanish proficiency is a plus.

Qualifications

• Previous experience in office administration, customer service, reception, hospitality, or client-facing support.
• Ability to work independently, manage time effectively, and own daily responsibilities.
• Strong organizational and multitasking skills to handle competing priorities.
• Excellent verbal and written communication skills.
• Professional, empathetic, and client-focused approach.
• Comfortable learning new systems and software in a tech-forward environment.
• Experience with CRM, case management, or workflow systems preferred.
• Legal office, personal injury, or professional services experience is a plus.
• Spanish language proficiency preferred.
• High school diploma or equivalent is required; additional education or training is a plus.

Responsibilities

• 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.
• Maintain a clean, organized, and professional office environment.
• Uphold our Core Values in every client and team interaction.

Skills

Office administration

Customer service

Reception

Hospitality

Client-facing support

Organizational skills

Multitasking

Verbal and written communication

Education

High school diploma

Tools

CRM

Case management

Workflow management

Job description

Poulin | Willey Trial Lawyers is seeking an Office Coordinator to be the first onsite contact, greet clients, and manage scheduling and documentation. You’ll work independently while coordinating with teams to ensure smooth operations and exceptional client experiences.

The role emphasizes organization, strong communication, and ownership of daily tasks in a professional law-office setting. Spanish proficiency is a plus.