Client Care Coordinator
Position Overview
Scotia Law is a well-established Dartmouth-based law firm specializing in real estate law. We pride ourselves on providing exceptional service to our clients while fostering a collaborative, professional, and supportive workplace.
We are seeking a Client Care Coordinator to provide front-line client support, administrative coordination, and office management. This role ensures a seamless client experience by welcoming clients, responding to inquiries, managing appointments, coordinating communications, and maintaining accurate client records. The ideal candidate is organized, detail-oriented, and professional, with a strong commitment to client service and teamwork.
Key Responsibilities
Client Experience & Communication
- Greet clients warmly and professionally in person, by phone, and via email
- Answer and triage client inquiries, providing accurate information or directing matters to the appropriate team member
- Schedule and coordinate appointments for lawyers and paralegals, managing calendars efficiently
- Implement and manage client follow-up programs, including questionnaires, emails, and other communications
Administrative & File Management
- Open, maintain, and organize electronic and paper client files accurately
- Prepare and process documents and correspondence related to client matters
- Enter and update client information in the firm’s database
- Manage incoming and outgoing mail, couriers, and deliveries, ensuring timely and accurate processing
Office Management & Coordination
- Maintain a tidy, professional, and welcoming reception and office area
- Monitor and order office supplies to ensure availability
- Perform general administrative tasks, including scanning, photocopying, and faxing documents
- Coordinate meetings, events, and other client or team-related activities
- Support basic social media initiatives as required
Technology & Systems
- Use MS Office Suite, Office 365, and internal practice management software to complete daily tasks efficiently
- Maintain accurate client records and ensure all systems are up to date
Qualifications
- Diploma in Office Administration or related field from a recognized post-secondary institution
- 1–3 years of experience in an administrative, client service, or coordination role
- Advanced proficiency in MS Office Suite and Office 365
- Exceptional organizational skills and ability to manage multiple priorities
- Strong written and verbal communication skills across multiple platforms (in-person, phone, email, social media)
- Experience in, or interest in, working in a legal or professional services environment
- Collaborative, adaptable, and team-oriented
Critical Skills & Attributes
- Superior client service skills, including active listening, patience, and professionalism
- Strong attention to detail and accuracy in administrative tasks
- Ability to follow instructions and complete tasks efficiently
- Excellent time management skills and ability to prioritize competing tasks
- Professionalism and discretion when handling sensitive client information
Physical & Cognitive Requirements
Physical:
- Primarily sedentary office-based role
- Extended periods of computer and screen use
- Occasional lifting of file boxes (under 20 lbs)
Cognitive:
- Sustained focus on detailed administrative and data-entry tasks
- Ability to work under pressure during peak periods
- Occasional conflict resolution with clients, real estate agents, or couriers
Why Join Us
- Collaborative and supportive team environment
- Opportunity to play a key role in shaping client experience
- Exposure to a professional legal setting with room for growth
- Competitive compensation and benefits package
How to Apply
Interested candidates are invited to submit their resume and cover letter outlining relevant experience.
Scotia Law is an equal opportunity employer and values diversity in the workplace. All qualified applicants are encouraged to apply.
Job Type: Full-time
Pay: $20.00-$25.13 per hour
Benefits:
- Casual dress
- Company events
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Work Location: In person
