Professional Office Coordinator

3 weeks ago

Perth, Western Australia Mills Recruitment Full time

Job Summary

The Professional Office Coordinator role is available with a leading West Australian family law firm based in the CBD. This is an excellent opportunity to join a reputable and expanding business as they continue to grow and develop.

About the Company

The company has built a strong reputation within the legal industry over many years, with a focus on providing exceptional client service and support. As a result, they are looking for a highly skilled and experienced coordinator to manage the front-of-house operations and ensure a seamless client experience.

Job Description

The successful candidate will be responsible for presenting a professional image to clients and others who visit the office. Key duties will include handling incoming telephone calls, taking accurate messages, making appointments, maintaining calendars, and ensuring the reception desk is always attended. Additionally, you will provide information to callers regarding the firm's services and fees, meet and greet clients, and receive monies from clients.

Responsibilities

  • Handle incoming telephone calls and direct callers as necessary
  • Take accurate and detailed messages from incoming callers and the answering machine (each morning), and pass-on as required by email
  • Make new appointments and manage existing appointments in calendars in Outlook
  • Maintain and general overview of All Lawyers Calendars
  • Answer queries and provide information to callers relating to the firm's services and fees
  • Meet and greet clients and others who visit the office
  • Ensure the Reception desk is always attended
  • Receive monies from clients and hand to Practice Manager (with all the details) for banking. Double check cash amounts to ensure accuracy
  • Process EFTPOS transactions for clients either in person, or over the telephone
  • Open files in FilePro as appropriate
  • Maintain a clean and tidy reception area
  • Collect mail from West Perth PO (when advised they have mail for the firm). Open mail (if not P&C) and distribute the same day
  • Update FilePro contacts, ensuring files have all appropriate contacts and all info added
  • Support to Paralegals as required
  • Morning and end of day dishwasher – set up and pack away
  • Create weekly FIC and IC spreadsheet for the Practice Manager
  • Send the Family Court Daily Cause List email to the team at the end of each day
  • Assist with the weekly legal training
  • Scan and save solicitors handwritten FIC and IC notes into FilePro
  • Assist with Coles kitchen order and unpack when delivered
  • Assist with Ms Maud catering for staff functions and client mediations, etc.
  • Check upcoming Hearings and incoming documents on the eCourts portal and advise Paralegals accordingly

Requirements

  • Punctuality
  • Excellent client service and communication
  • Well-developed telephone manner
  • Accurate word processing when required
  • Accurate data entry in FilePro
  • Excellent attention to detail

Qualifications and Experience

  • Successful completion of Year 12 or equivalent
  • Well-groomed and well-spoken
  • Experience in the use of Microsoft Suite, Outlook and the internet

About You

We are looking for a highly organized and efficient individual with excellent communication skills. If you are a motivated and results-driven professional with a passion for delivering exceptional client service, we encourage you to apply for this exciting opportunity.

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