Client Service Coordinator

Byrne | Zizzi•Oxford, MS

13d•Hybrid

About The Position

The Client Services Coordinator serves as a primary point of contact between the firm and its clients, ensuring timely, accurate, and professional communication and coordination of client projects. This role is responsible for supporting client-facing workflows, maintaining organized documentation, assisting with office operations, and contributing to a positive client and team experience through attention to detail, responsiveness, and adherence to firm processes. The position is highly visible and plays a key role in shaping the client's perception of the Firm.

Requirements

Self‑starter with the ability to prioritize tasks, remain organized, and seek guidance when needed from Senior Client Service Coordinators or management.
Excellent verbal and written communication skills, with the ability to communicate professionally with clients in person, by phone, and through electronic communications.
Ability to work effectively in a fast‑paced environment with frequent interruptions while maintaining accuracy and attention to detail.
Strong commitment to quality work and avoidance of negligent errors.
Ability to build and maintain long‑term relationships with clients and team members by exceeding expectations and delivering excellent customer service.
Demonstrated ability to manage multiple priorities and meet deadlines.
Ability to handle sensitive client and Firm information with discretion and confidentiality.
Ability to identify issues and escalate concerns appropriately.
Works effectively as part of a team and contributes to a collaborative, team‑oriented environment.
Proficiency in Microsoft Office applications (Excel, Word, Outlook) and the ability to learn and adapt to new technology with ease.
Maintains a consistently professional appearance and demeanor in alignment with Firm dress and appearance standards. Recognizing this position serves as a visible representative of the Firm to clients and visitors.
High school diploma or equivalent required.
Proficiency in Microsoft Excel, Word, Outlook, and related business technology tools.

Nice To Haves

Associate or bachelor’s degree preferred.
Minimum of three (3) years of experience in a professional office environment providing customer or client services preferred.

Responsibilities

Greets clients, visitors, and guests; determines the purpose of each person’s visit and directs or escorts them to the appropriate location.
Answers and appropriately routes incoming phone calls.
Contacts clients one business day prior to scheduled appointments to confirm appointment details, including time, location, and assigned team members.
Receives, sorts, and distributes mail, documents, packages, and courier deliveries.
Follows established Firm processes to ensure client projects are processed accurately and timely, including but not limited to project setup, scanning, assembly, billing support, and electronic filing.
Accurately enters, updates, and maintains client and project information within Firm systems, including document management, billing, and workflow tools.
Notifies clients of outstanding balances, assists clients with making payments, and supports setup of automatic payment arrangements in accordance with Firm policies and internal controls.
Ensures required client documentation—such as engagement letters, powers of attorney, bank verification forms, and other authorization documents—is obtained, properly executed, and saved in the appropriate client file.
Presents a professional image and courteous demeanor when interacting with clients, visitors, and Firm team members, whether in person, by phone, or electronically.
Assists with maintaining shared office spaces (kitchen, conference rooms, restrooms, and other common areas) in an orderly, clean, and professional condition.
Ensures the office is appropriately stocked with supplies, snacks, and beverages and coordinates reordering as needed.
Orders and distributes meals for team members when requested.
Supports Firm team members with special projects, administrative assistance, and coordination needs as assigned.
Performs other duties assigned to support Firm operations.
Works overtime as requested to meet business or client needs.