Administrative and Client Services Coordinator

🔥 44 minutes ago

🌐 Brazil, South Africa – Remote

🇧🇷 Brazil – Remote 🇿🇦 South Africa – Remote

💵 $1k - $1.1k / month

⏰ Full Time

🟡 Mid-level

🟠 Senior

📁 Client Services

👻 Ghost score 20%

What it means: the chance that no one is really hiring for this job.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.Why this score:

• Just posted.
• Jobs at this company usually fill in 21 days.
• 78 open roles for a team of 138.

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Job Duck

WebsiteLinkedInAll Job Openings

201 - 500 employees

💼 Consulting

📣 Marketing

⚖️ Legal

Consulting • Marketing • Legal

Job Duck is a company specializing in connecting individuals with remote job opportunities for United States-based businesses. The company offers a variety of positions including legal assistants, marketing assistants, executive assistants, and case managers. Job Duck emphasizes helping people build careers by working from home, ensuring a good work-life balance while providing support and resources for career development. The focus is on remote, full-time positions that are well-compensated and offer a range of professional opportunities.

📋 Description

• Follow up with current clients by phone, email, or SMS to ensure they are receiving appropriate support. • Conduct outbound calls and schedule appointments as needed. • Reconnect with former clients to maintain relationships and share relevant information about upcoming seminars and firm activities. • Act as a communication buffer between leadership and the broader team, helping streamline requests, follow ups, and information flow. • Coordinate personal scheduling needs, including appointments and other time sensitive commitments. • Monitor outstanding items and proactively follow up with internal team members, clients, and other stakeholders. • Help monitor overall team activities and provide visibility into priorities, outstanding work, and follow up needs. • Check in with clients about their experience, outstanding needs, and upcoming appointments or services. • Maintain accurate client follow up activity within Lawmatics, Clio, and other applicable systems. • Use Asana or similar task management software to organize assignments, deadlines, and priorities. • Coordinate across legal, client service, administrative, and marketing priorities while adjusting quickly as needs change. • Identify opportunities to improve organization, communication, follow up, and administrative efficiency. • Anticipate upcoming needs and take proactive action to keep projects, client communications, and executive priorities moving forward. • Use CRM workflows and tools to support consistent client outreach and prevent follow ups from being missed. • Provide administrative and logistical support to the existing marketing team. • Help coordinate marketing activities, deadlines, communications, and scheduling to keep initiatives organized and on track. • Support marketing activities associated with real estate matters and related business initiatives. • Use Cytracom or related communication tools to support professional phone interactions. • Handle sensitive client, business, and personal information with appropriate confidentiality and discretion. • Serve as a personal and executive assistant, providing day to day administrative support and helping leadership remain focused on high priority matters. • Manage email correspondence, calendars, appointments, scheduling, reminders, and recurring commitments. • Maintain and organize comprehensive task lists, ensuring priorities and deadlines are clearly tracked. • Help prioritize client matters, legal work, administrative responsibilities, marketing activities, cash flow related tasks, and personal obligations. • Assist with reporting, status updates, administrative tracking, and other operational support requirements. • Support the Client Service Coordinator team with administrative tasks, client communications, scheduling, and relationship management.

🎯 Requirements

• Full time availability during 8:00 AM to 5:00 PM EST • Professional proficiency in written and spoken English with clear verbal communication skills • Previous administrative, executive assistant, personal assistant, client service, or similar professional experience • Previous experience working in a law firm or legal services environment is preferred • Experience supporting attorneys, executives, business owners, or other professionals with competing priorities is preferred • Comfortable communicating with current and former clients by phone, email, and SMS • Ability to make outbound calls, conduct client follow ups, and schedule appointments • Strong calendar, email, task, and priority management capabilities • Ability to organize and prioritize legal client work, administrative responsibilities, marketing activities, cash flow related follow ups, and personal tasks • Comfortable supporting marketing administration and coordinating logistical activities with an existing marketing team • Tech savvy and able to learn new software and workflows efficiently • Familiarity with Lawmatics and Clio or comparable legal practice management and CRM platforms • Familiarity with task and project management software such as Asana • Familiarity with Cytracom or comparable VoIP platforms • Experience with CRM based follow up workflows, including client communication by email and SMS • English proficiency • Clear and confident phone communication • Calendar and email management • Task and priority management • Appointment scheduling • Client follow up • Outbound calling • CRM management • Legal administrative support • Marketing administrative support • Reporting and follow up coordination • Strong organizational skills • Multitasking • Attention to detail • Time management • Customer service orientation • Proactive problem solving • Resourcefulness • Creativity • Efficiency • Adaptability • Technology proficiency • Ability to work independently • Ability to anticipate needs and take initiative • Ability to manage multiple priorities effectively • Dependability and professional discretion • Strong sense of ownership and accountability • Loyal and team oriented approach • Go getter mentality

🏖️ Benefits

• Remote job opportunity • Great Place to Work Certification culture • Recruiter guidance through the application process

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