06/01/2022
Client Service Specialist
Full Job Description
We're looking for an upbeat, positive personality to join our Team. This fast-paced role requires individuals with outstanding customer service and devotion to detail, who can also manage hectic situations and prioritize multiple tasks with ease. Under moderate supervision, this team member has initial contact with all clients. Responsibilities include reception, scheduling, mail, organization and supervision over estate plan signings and assist with monthly billings.
ESSENTIAL FUNCTIONS
• Answering the telephone to schedule appointments or field questions:
o Enter appointment(s) in Outlook calendar, schedule conference rooms, organize Zoom or conference call details
o Create physical file folders & send confirming letters with questionnaire/map;
o Enter new clients into Time Slips, Word & Outlook contacts for each attorney;
o Obtain information regarding insurance coverage.
• In Office client contact: Greet all clients as they arrive and prepare clients for their meeting with their attorney.
• Mail: Sort all mail for office personnel and process mail at the end of the day.
• Preparation of estate planning documents for signings in advance.
• Notarize documents & witness signings for all firm clients.
• Make end of day bank deposits for the office.
• Process and mail monthly invoices.
• Manages the closing and storage of client files.
• Cleaning between client conference room use to ensure safety of staff and clients.
• Ordering/purchasing of office supplies.
SKILLS and REQUIREMENTS
• Excellent customer service skills
• Detail oriented, ability to multi-task, and possess strong organizational skills
• Must be tactful, discreet, and capable of maintaining confidentiality at all times
• Ability to work independently and efficiently
• Effective verbal and communication skills
• Demonstrated decision making and organizational skills.
• Effective interpersonal skills including those required during stressful situations.
• Team oriented
• Demonstrated effective problem solving and organizational skills
• Effective interpersonal skills including those required during stressful situations and the ability to patiently and compassionately communicate with a wide variety of clients experiencing stress and/or loss
Salary to commensurate with experience. Full range of benefits offered including health, dental and vision insurance, paid vacations and retirement plan options.
