Office Coordinator in Charlotte, North Carolina at Poulin Willey Anastopoulo

We’re looking for an Office Coordinator who is self-motivated, highly organized, and enjoys taking ownership of their work. This role is ideal for someone who thrives in an independent work environment while remaining closely connected with teammates across the firm.

You’ll begin by working remotely as we finalize our local office location. Once the office is established, you’ll transition to working onsite and serve as the primary team member in that location. While you’ll work independently day-to-day, you’ll remain fully supported by and connected with colleagues across the firm through regular communication and collaboration.

As the first and last point of contact for many of our clients, you’ll play a key role in shaping their experience with our firm. From answering incoming calls and coordinating documents to scheduling appointments and supporting clients through the final stages of their case, you’ll help ensure every interaction is professional, timely, and compassionate.

You’ll support multiple teams through client communication, scheduling, document coordination, administrative support, and office operations while helping ensure clients receive exceptional service throughout their experience with the firm.

The ideal candidate is highly organized, detail-oriented, comfortable balancing competing priorities, and confident communicating with clients both in person and over the phone. This role is perfect for someone who enjoys helping people, takes ownership of their work, and is comfortable working independently in a professional office environment.

What You’ll Do

• Serve as the primary point of contact for the local office while collaborating closely with teammates across the firm.
• Answer and route incoming calls with professionalism, empathy, and urgency.
• Welcome and assist clients and visitors as needed.
• Communicate with clients regarding appointments, documentation, scheduling, and next steps.
• Assist in gathering client information and required documents.
• Coordinate document execution and signatures to support clients through the final stages of their cases.
• Receive and route deliveries, mail, and physical documents.
• Support multiple departments with administrative and operational tasks.
• Maintain accurate notes, records, and tasks within Litify.
• Track pending requests and help ensure timely follow-up and completion.
• Maintain a clean, organized, and professional office environment.
• Participate in team meetings and contribute to continuous improvement initiatives.
• Uphold our Core Values in every client and team interaction.

What We’re Looking For

• Previous experience in office administration, customer service, reception, hospitality, or client-facing support.
• Ability to work independently, manage time effectively, and take ownership of daily responsibilities.
• Strong organizational and multitasking skills with the ability to manage competing priorities.
• Excellent verbal and written communication skills.
• Professional, empathetic, and client-focused approach.
• Comfortable working in a technology-forward environment and learning new systems and software.
• Experience with CRM, case management, or workflow management systems preferred.
• Legal office, personal injury, or professional services experience is a plus.
• High school diploma or equivalent required; additional education or training is a plus.

Why Join Us

At Poulin Willey, you’ll be part of a team dedicated to delivering exceptional service and support to clients during some of the most challenging times in their lives. We combine compassionate client care with innovative technology and efficient processes to create an outstanding experience for both our clients and team members.

This position begins as a remote role and will transition to an onsite office location once established.

In addition to base pay, this role includes bonus opportunities.

If you thrive in an independent work environment, enjoy helping people, and take pride in keeping operations running smoothly, we’d love to hear from you.