Client Scheduling - Client Scheduling Specialist

Veritext•Toronto, ON

3d•CA$18 - CA$25•Hybrid

About The Position

Providing our clients with exceptional service is the foundation of our business. The Client Scheduling Specialist (Canada) manages all aspects of deposition scheduling, creating a positive experience for clients and subcontractors prior to proceeding taking place. The Specialist works collaboratively with Veritext colleagues, exhibiting Veritext Values; ensures that all client (internal and external) communications are handled in a professional, timely and courteous manner; communicates necessary information timely, accurately and effectively; report incidents to management; welcomes new projects and ideas; continuously work to enhance job knowledge while bringing value to role. This role will be filled at either the representative, associate or specialist level (depending on experience)

Requirements

3+ years of related experience
Proficiency in MS Office required
Proficiency in relevant software and applications
Must possess excellent written and verbal communication skills
Customer service oriented with strong interpersonal skills
Dedicated professional with the ability to respond to requests promptly and accurately
Must be detail oriented, organized and be able to multi-task
Proactive and motivated with strong problem solving and follow up skills
Must be able to work both independently and with a team

Responsibilities

Schedule proceedings in Vision by way of incoming phone call, email through Front, or Vision Workflow with autogenerated scheduling via Snap Scheduling or MyVeritext
Ensure complete, accurate and consistent information
Follow Standard Data Entry Rules
Understand Location of all parties and how all parties will connect to deposition, whether in person, remote or a combination of the two
Be an active participant in the phone queues and/or Front mailboxes based upon Operational Excellence Role
Meet higher Operational Excellence standards than Calendar Representative and Calendar Associate team members for Notice Entry, Phone Calls answered and Front Email conversations
Identify Case connections to assignments and review Profile and Case Standing orders when scheduling
Enter all orders for services into orders section, including but not limited to: Court Reporter and/or Videographer, Remote or in-person locations and the appropriate services that go with each, Exhibit management requirements
Confirm assignments for the next business day
Proactively track assignment deadlines and follow up with reporters and vendors to ensure timely delivery to clients
Notify reporters of dailies, expedites, etc.
Communicate professionally with clients, subcontractors and staff to ensure proper execution of all aspects of upcoming jobs are met.
Master new procedures and training guidelines; offer assistance and mentorship to other Calendar team members by communicating via chat, holding weekly check-ins and in person assistance
Exhibit an expert level knowledge and familiarity with client and reporter questions, and be able to independently solve more complex scheduling questions than Client Scheduling Representative and Associate
Performance metrics are at a higher level than Client Scheduling Representative and Associate
Provide training and support to new staff members on calendar specific tasks

Benefits

Extended health coverage that includes medical, dental and vision benefits
Robust suite of mental health benefits with little to no fee for you (and your household members) to support overall mental wellbeing and provide sufficient access to high-quality support from board-certified psychiatrists and licensed psychologists/ therapists (app based, virtual counseling, daily emails, live and on-demand content, and more)
Matched RRSP to help you save for your future
Earned wage access: get a portion of the wages you earned prior to payday
Hybrid or remote work structure for most roles (based on business needs)
Paid time off
Paid Parental Leave
Tuition reimbursement
Employee equity and referral programs
Learning and development opportunities including ongoing training, mentorship, and access to resources that support your personal and professional growth