Client Services & Office Coordinator

A thoughtful client experience begins before a meeting starts, with a responsive phone call, seamless scheduling, and a welcoming office. We are seeking a Client Experience & Office Manager who brings warmth, sound judgment, and exceptional attention to detail to every interaction. This person will lead the firm’s in-office client experience while overseeing the systems, spaces, and administrative processes that keep our office running smoothly.

The ideal candidate combines gracious hospitality with operational discipline. You anticipate needs, take ownership, and follow through. You are equally comfortable welcoming a client, resolving a scheduling conflict, coordinating an office improvement, or organizing financial records.

• Serve as the primary host for clients and guests, creating a polished, personal welcome from the moment they arrive.
• Guide the first several minutes of each visit with thoughtful hospitality, including offering refreshments, assisting with coats, and engaging in conversation.
• Prepare meeting spaces and coordinate with team members to ensure smooth transitions from arrival to appointment.
• Maintain an inviting office atmosphere, with attention to presentation, cleanliness, lighting, scent, and sound.
• Handle client questions and concerns with discretion, empathy, and professionalism, involving the appropriate team member when needed.

• Lead client scheduling and maintain an accurate, well-coordinated calendar of appointments and in-office meetings.
• Serve as the firm’s internal resource for Calendly and Outlook calendar functionality.
• Coordinate weekly client scheduling requirements, meeting logistics, and calendar changes.
• Manage shared inboxes and incoming and outgoing communications, ensuring timely responses and clear follow-through.

• Serve as the firm’s primary administrator and internal expert for the GoTo phone system.
• Maintain dial plans, call routing, voicemail, call recording settings, and business-hour and holiday schedules in accordance with firm policies.
• Answer the main office line promptly and professionally, creating a positive experience for every caller.
• Assess caller needs, resolve routine questions, and direct calls to the appropriate person.
• Navigate sensitive or challenging conversations with composure and sound judgment.

• Coordinate invoice processing, payment tracking, and related filing to maintain accurate, organized records.
• Manage routine activity within the firm’s online banking portal, following established access and approval procedures.
• Maintain organized Quick Books records and supporting documentation.
• Identify discrepancies or missing information and coordinate timely resolution with the appropriate team member.

• Oversee daily office operations, supplies, space organization, and readiness.
• Coordinate cleaning services and maintain consistently high standards for the office environment.
• Organize building improvements and office projects, coordinating vendors, timelines, and team needs.
• Anticipate supply and equipment needs and ensure essential resources are available.
• Serve as the office’s primary resource for printing, document preparation, and related needs.

• Partner with Operations to maintain an orderly, consistent file management system and folder structure.
• Provide backup support to the Service team, helping maintain responsive client communication and continuity of service.
• Support ongoing client relationships through reliable follow-through and thoughtful attention to individual needs.
• Provide in-person and online notarial services within the scope of applicable credentials and…