The Flood Law Firm is seeking a professional, organized, and client-focused Client Service Coordinator to join our team at our new Glastonbury office.
As the first point of contact for clients and visitors, this individual will play an important role in creating a welcoming and professional environment while ensuring the smooth operation of our front desk, conference rooms, and daily administrative functions.
The ideal candidate is personable, dependable, detail-oriented, and comfortable balancing multiple responsibilities in a busy professional office. We are looking for someone who takes pride in providing excellent client service, anticipates needs, and can independently manage the day-to-day responsibilities of the front desk.
Responsibilities:
Front Desk & Client Experience
• Greet clients, visitors, and vendors in a warm, professional manner and direct them to the appropriate team member.
• Answer incoming telephone calls promptly and professionally, transfer calls, and take accurate messages.
• Assist clients visiting the office to sign documents, following established firm procedures and coordinating with the appropriate legal team members.
• Maintain a welcoming, organized, and professional reception and waiting area.
• Coordinate depositions, client arrivals, and appointments with attorneys, paralegals, and other team members.
Conference Room Management
• Manage conference room reservations and coordinate availability for client meetings, depositions, mediations, and other firm activities.
• Prepare conference rooms before meetings, ensuring they are clean, organized, and properly stocked.
• Ensure refreshments, office supplies, and meeting materials are available as needed.
• Reset conference rooms promptly following meetings.
• Coordinate with appropriate team members regarding technology, equipment, and special meeting arrangements.
Mail & Administrative Support
• Open, sort, scan, and distribute incoming mail in accordance with firm procedures.
• Ensure documents are scanned accurately and routed to appropriate team members in a timely manner.
• Handle incoming packages and deliveries.
• Maintain confidentiality and security when handling client information and legal documents.
• Assist with document preparation, printing, scanning, and other administrative tasks as needed.
• Monitor and replenish front desk, conference room, and common-area supplies.
• Communicate office maintenance, supply, and operational needs to the appropriate team members.
Qualifications:
• Prior receptionist, front desk, administrative assistant, or office services experience preferred.
• Excellent interpersonal and communication skills and a strong commitment to client service.
• Professional, energetic, and welcoming demeanor with a positive attitude and a genuine passion for providing excellent client service.
• Strong organizational skills, attention to detail, and ability to manage competing priorities.
• Ability to work independently, take initiative, and anticipate client and team needs.
• Proficiency with Microsoft Office, email, and general office equipment.
• Ability to handle confidential and sensitive information with professionalism and discretion.