Client Service Coordinator

Client Service Coordinator CNY Process Solutions LLC Syracuse, NY Job Details Full-time $19 - $22 an hour 1 day ago Benefits Health insurance 401(k) Paid time off Employee assistance program Professional development assistance Retirement plan Qualifications Teamwork Legal administrative experience Calendar management Clerical experience Escalation handling Time management Full Job Description Job Overview CNY Process Solutions LLC is seeking a professional, detail-oriented, and reliable Client Service Coordinator to support our process service operations, client communications, job intake, document handling, billing, compliance procedures, and general office administration. This position plays a key role in ensuring that new process service jobs are received, entered, assigned, monitored, completed, invoiced, and documented accurately. The ideal candidate will be organized, comfortable communicating with clients and service partners, able to manage multiple deadlines, and committed to maintaining confidentiality, professionalism, and ethical standards at all times. Primary Responsibilities Client Communication & Intake Support Answer client and prospective client inquiries in person and by phone, email, and live chat messaging. Provide professional, courteous, and timely responses to client questions. Assist with website chat intake and converting inquiries into new orders. Escalate client concerns, unusual requests, urgent issues, or sensitive matters to management where appropriate. Keep clients informed regarding job status, completion updates, mailing status, billing questions, and other service-related matters. Assist with onboarding new clients and setting up new client accounts. Support client account maintenance, including updating contact information, billing preferences, and service requirements. Prepare client status reports or recurring service reports as needed. Process Service Job Intake, Review & Assignment Receive new process service jobs by email, mail, courier, online submission, or other approved methods. Review incoming job materials for basic completeness and accuracy. Enter new job information accurately into the appropriate case management, billing, and workflow systems. Perform quality-control review of service instructions before assignment. Verify addresses, party names, document types, service instructions, and client-specific requirements before jobs are dispatched. Track statutory deadlines, rush deadlines, and client-specific service requirements. Assign jobs to local process servers or appropriate service partners. Assemble service documents and service instructions for pickup by local process servers or distribution to appropriate service partners. Maintain process server availability lists and service partner contact information. Assist with recruiting, scheduling, or communicating with process servers and vendors. Job Monitoring, Compliance & Completion Processing Monitor job status updates, attempt information, and job completion details from process servers. Follow up with process servers or service partners regarding missing, incomplete, delayed, or unclear updates. Maintain accurate notes in the company's case management system. Process job completion information from process servers to ensure accuracy, completeness, and compliance with applicable statutes and company procedures. Review completed service information for consistency, accuracy, and defensibility. Prepare and send required follow-up mailings by First Class Mail and/or Certified Mail where appropriate. Track certified mail numbers, mailing receipts, and returned mail. Close completed jobs in the appropriate systems. Use software to generate affirmations and affidavits of service for completed jobs. Review affirmations and affidavits of service for accuracy before signature. Send affirmations and affidavits to process servers for electronic or physical signature as appropriate. Upload completed affidavits, affirmations, invoices, and correspondence to client portals. Coordinate NYSCEF filing of affidavits or affirmations where applicable. Assist with compliance audits and internal file reviews. Billing, Payments & Accounts Support Prepare and send accurate invoices to clients. Receive payments and ensure proper application to client accounts. Follow up with clients with past due balances to support timely payment. Receive bills, invoices, or payables against the company. Accurately enter vendor bills into the appropriate systems for review and timely payment by accounting teams. Assist with basic billing questions and escalate account issues where necessary. Clerical, Administrative & Executive Support Perform basic clerical duties, including letter drafting, scanning, copying, filing, and document organization. Maintain accurate electronic and physical files. Maintain templates, checklists, and internal procedure documents. Maintain inventory of office supplies, envelopes, certified mail forms, labels, printing materials, and other necessary supplies. Assist the executive team with calendar management. Coordinate travel arrangements as needed. Prepare reports, summaries, spreadsheets, and internal updates. Prepare daily or weekly operations summaries for management. Support other administrative and executive assistant tasks as assigned. Confidentiality, Ethics & Professional Standards This position requires regular access to sensitive client information, legal documents, personal information, business records, and confidential communications. The employee must at all times: Maintain strict confidentiality. Follow all company policies and procedures. Uphold the company's Code of Conduct and Code of Ethics. Act honestly, professionally, and ethically in all interactions. Protect client information and company records. Avoid unauthorized disclosure of confidential information. Exercise sound judgment when handling sensitive, urgent, or confidential matters. Maintain a professional demeanor when communicating with clients, process servers, vendors, attorneys, courts, and internal team members. Required Qualifications Prior office, administrative, legal support, customer service, or operations experience preferred. Strong written and verbal communication skills. Excellent attention to detail and accuracy. Ability to handle confidential information responsibly. Strong organizational and time-management skills. Ability to manage multiple tasks, deadlines, and priorities. Comfortable using computers, email, web-based software, document management systems, and basic office technology. Ability to communicate professionally with clients, vendors, process servers, attorneys, courts, and internal team members. Dependable, punctual, and able to work independently after training. Willingness to learn process service procedures, compliance requirements, and internal systems. Professional judgment and ability to know when to escalate issues. Preferred Qualifications Experience in a law office, process service company, court services office, collections office, government office, or professional services environment. Experience with billing, invoicing, payment entry, accounts receivable, or accounts payable. Familiarity with legal documents, affidavits, affirmations, court filings, or service of process. Experience using CRM, case management, ticketing, accounting, or workflow software. Experience with Microsoft Office, Google Workspace, Adobe Acrobat, or similar tools. Experience with client portals, electronic document uploads, or court filing systems. Familiarity with NYSCEF is helpful but not required. Notary Public commission, or willingness to become a Notary Public, if useful for the company. Desired Skills & Traits Highly detail-oriented. Organized and process-driven. Calm and professional under pressure. Strong follow-through. Client-service minded. Ethical and discreet. Comfortable working with deadlines. Able to spot inconsistencies, missing information, or potential compliance issues. Able to learn and follow detailed procedures. Team-oriented, but also capable of independent work. Comfortable communicating with a wide range of people. Able to balance client service, compliance, and operational efficiency.

Pay:

$19.00 - $22.00 per hour

Benefits:

401(k) Employee assistance program Health insurance Paid time off Professional development assistance Retirement plan

Work Location:

In person