Client Service Coordinator

Job Summary:

The Client Services Coordinator serves as a primary point of contact between the firm and its clients, ensuring timely, accurate, and professional communication and coordination of client projects. This role is responsible for supporting client-facing workflows, maintaining organized documentation, assisting with office operations, and contributing to a positive client and team experience through attention to detail, responsiveness, and adherence to firm processes. The position is highly visible and plays a key role in shaping the client's perception of the Firm.

Essential functions:

• Demonstrates regular and reliable attendance.
• Greets clients, visitors, and guests; determines the purpose of each person’s visit and directs or escorts them to the appropriate location.
• Answers and appropriately routes incoming phone calls.
• Contacts clients one business day prior to scheduled appointments to confirm appointment details, including time, location, and assigned team members.
• Receives, sorts, and distributes mail, documents, packages, and courier deliveries.
• Follows established Firm processes to ensure client projects are processed accurately and timely, including but not limited to project setup, scanning, assembly, billing support, and electronic filing.
• Accurately enters, updates, and maintains client and project information within Firm systems, including document management, billing, and workflow tools.
• Notifies clients of outstanding balances, assists clients with making payments, and supports setup of automatic payment arrangements in accordance with Firm policies and internal controls.
• Ensures required client documentation—such as engagement letters, powers of attorney, bank verification forms, and other authorization documents—is obtained, properly executed, and saved in the appropriate client file.
• Presents a professional image and courteous demeanor when interacting with clients, visitors, and Firm team members, whether in person, by phone, or electronically.
• Assists with maintaining shared office spaces (kitchen, conference rooms, restrooms, and other common areas) in an orderly, clean, and professional condition.
• Ensures the office is appropriately stocked with supplies, snacks, and beverages and coordinates reordering as needed.
• Orders and distributes meals for team members when requested.
• Supports Firm team members with special projects, administrative assistance, and coordination needs as assigned.
• Performs other duties assigned to support Firm operations.
• Works overtime as requested to meet business or client needs.

Required Skills and Abilities: 

• Self‑starter with the ability to prioritize tasks, remain organized, and seek guidance when needed from Senior Client Service Coordinators or management.
• Excellent verbal and written communication skills, with the ability to communicate professionally with clients in person, by phone, and through electronic communications.
• Ability to work effectively in a fast‑paced environment with frequent interruptions while maintaining accuracy and attention to detail.
• Strong commitment to quality work and avoidance of negligent errors.
• Ability to build and maintain long‑term relationships with clients and team members by exceeding expectations and delivering excellent customer service.
• Demonstrated ability to manage multiple priorities and meet deadlines.
• Ability to handle sensitive client and Firm information with discretion and confidentiality.
• Ability to identify issues and escalate concerns appropriately.
• Works effectively as part of a team and contributes to a collaborative, team‑oriented environment.
• Proficiency in Microsoft Office applications (Excel, Word, Outlook) and the ability to learn and adapt to new technology with ease.
• Maintains a consistently professional appearance and demeanor in alignment with Firm dress and appearance standards. Recognizing this position serves as a visible representative of the Firm to clients and visitors.

Supervisory responsibilities

• Not applicable.

Work environment

• The work environment is an air-conditioned office setting with lighting and minimal noise.

Physical requirements:

• Sedentary work.
• Requires the ability to operate standard office equipment and keyboards.
• Repetitive motion involving substantial movements of the wrists, hands, and fingers.
• Requires close visual acuity for tasks such as preparing and analyzing data, transcribing, reading, and viewing a computer screen.
• Speaking: Ability to communicate clearly and effectively in person and by telephone.
• Hearing: Ability to hear, understand, and distinguish speech and other sounds in person or via telephone.
• Ability to walk short distances, stand, bend, stoop, and reach on an occasional basis to retrieve files, handle deliveries, or organize workspace materials
• Drive a vehicle to other office locations or client sites.
• Ability to exert up to 20 pounds of force occasionally and negligible force frequently to lift, carry, push, or pull objects.

Travel required

• May travel as needed to other Byrne Zizzi locations or meet clients at their location.

Required education and experience

• High school diploma or equivalent required.
• Proficiency in Microsoft Excel, Word, Outlook, and related business technology tools.

Preferred education and experience

• Associate or bachelor’s degree preferred.
• Minimum of three (3) years of experience in a professional office environment providing customer or client services preferred.

Other Duties

This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Duties, responsibilities, and activities may change at any time with or without notice.