Client Coordinator

Build My Great Team•Phoenix, AZ

1d•$52,000 - $62,000•Onsite

About The Position

The Client Coordinator plays a critical role in managing the firm’s day-to-day communication and workflow. This position is responsible for handling incoming calls, guiding potential new clients through the intake process, coordinating schedules, managing incoming mail, and scanning and organizing client documents and correspondence. As the central hub of communication, this person supports attorneys and team members by keeping systems accurate, information flowing, and operations running smoothly, while delivering a consistently kind and professional experience to every client.

Requirements

2+ years of experience in a high-volume administrative, receptionist, or client service role
Proven ability to manage multiple tasks and competing priorities in a fast-paced environment
Exceptional attention to detail with a high level of accuracy in data entry, scheduling, and communications
Strong verbal communication skills, especially on the phone, with a warm and professional demeanor
Comfortable learning and using multiple technology platforms (e.g., Clio, CRM systems, scheduling tools, Slack, Microsoft Office/Google Workspace)
Ability to maintain strict confidentiality and handle sensitive client information with discretion
Reliable, consistent, and able to follow through on tasks without constant oversight

Nice To Haves

Experience in a law firm, medical office, financial services, hospitality, or other professional services environment
Experience with client intake processes or onboarding workflows
Experience handling payments and basic billing processes
Strong organizational systems or habits

Responsibilities

Answer and manage incoming calls with warmth, professionalism, and efficiency
Guide potential new clients through the initial intake process by screening calls, gathering key information, and routing appropriately
Schedule consultations, calls, and meetings (in-person, Zoom, and phone)
Coordinate calendars for attorneys and client coordinators
Confirm upcoming appointments and ensure calendars are accurate and up to date
Create and manage new matters in Clio Manage and Clio Grow
Maintain accurate records in spreadsheets and internal systems
Send questionnaires and onboarding materials to new clients
Monitor and update communication channels (Slack, email, calendaring systems)
Scan, upload, and organize incoming mail, client documents, questionnaires, and correspondence
Maintain strict client confidentiality and follow document handling procedures