Office Coordinator

Job Description

Job Description

We’re looking for an Office Coordinator who thrives in a fast-paced environment and enjoys being at the center of a busy office.

As the first and last point of contact for many of our clients, you’ll play a key role in shaping their experience with our firm. From welcoming clients and answering incoming calls to coordinating documents, scheduling appointments, and supporting clients through the final stages of their case, 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, comfortable balancing competing priorities, and confident communicating with clients both in person and over the phone. This role is perfect for someone who enjoys helping people, takes ownership of their work, and enjoys working in a collaborative, client-focused environment.

What You’ll Do

• Greet clients and visitors professionally and create a welcoming office environment.
• Answer and route incoming calls with professionalism, empathy, and urgency.
• Communicate with clients regarding appointments, documentation, scheduling, and next steps.
• Assist in gathering client information and required documents.
• Coordinate document execution and signatures to support clients through the final stages of their cases.
• Schedule and coordinate in-office meetings, conference rooms, and appointments.
• Receive and route deliveries, mail, and physical documents.
• 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.
• Monitor client wait times and communicate delays appropriately.
• Maintain a clean, organized, and client-ready office environment.
• Participate in team meetings and contribute to continuous improvement initiatives.
• 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.
• Strong organizational and multitasking skills with the ability to manage competing priorities.
• Excellent verbal and written communication skills.
• Professional, empathetic, and client-focused approach.
• Comfortable working in a fast-paced environment with frequent interruptions and changing priorities.
• Strong attention to detail and follow-through.
• Technology-savvy and comfortable 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.

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.

In addition to base pay, this role includes bonus opportunities.

If you thrive in a fast-paced environment, enjoy helping people, and take pride in keeping operations running smoothly, we’d love to hear from you.