Now Hiring - Coast Land Law, LLC - Professional Services Intake Specialist (Inside Sales Coordinator) & Office Manager (Director of Operations) in Warrenton, OR

Full description of the position

Intake Specialist (Inside Sales Coordinator) & Office Manager (Director of Operations) Law Firm

Coast Land Law, LLC
675 SE Marlin Ave, Ste 2
Warrenton, OR 97146

Compensation (hourly): From $32.00/hour ($66,560.00/year)
Job type: Full-time, 40 hours/week (in person)
Location: Warrenton, OR

Number of hires: 1

Are you a people person with strong communication and management skills? If so, read on, you may just be a great fit to be our next Intake Specialist (Inside Sales Coordinator) and Office Manager (Director of Operations).

This will be a blended role, with the majority of your time 70 - 80% spent on Intake Specialist work, and 10 - 20% spent on Office Manager work. Not sure if this is the right position for you? This position could be called intake specialist, inside sales coordinator, client services coordinator, or customer service advocate, as well as officer manager or director of operations. Both hats are essential, and the compensation referenced above is based on both roles.

The successful candidate will not only have demonstrated skills and experience directly related to the Intake Specialist position, but will also have demonstrated skills and experience directly related to the Office Manager position. ***See the note below in the compensation section on the difference between a strong candidate who only qualifies for the Intake Specialist position, versus a strong candidate who also qualifies for the Office Manager position.***

This position does not require prior legal experience. However, you should thrive on working in a professional setting with prospective clients directly and easily navigate modern office equipment and software. You will also serve as officer manager who manages direct reports based on performance-based KPI's. This position is full-time and in person at our office near Astoria, Oregon. For more details on how to apply, check out the instructions at the bottom.

If you are curious about working in a law firm, then consider the following movie quote:

[Aristotle said that] the law is reason free from passion. Well no offense to Aristotle, but I have come to find that passion is a key ingredient to the practice of law and of life. It is with passion, courage of conviction, and strong sense of self that we [make a real difference in the world]. Elle Woods, Legally Blonde (2001).

What goes through your mind when you ask yourself the following questions? Are you a passionate person, someone who cares about what you do and making a real difference in peoples lives? What drives you to go the extra mile? Do you get excited by taking on new challenges and learning new skills? Do you get frustrated by people who just pass the buck and do not care about doing the right thing for the right reason? What are you doing to move your career and professional development forward? Are you feeling stuck at your current job and hungry for more opportunities?

You may be a great fit for this position if (intake specialist) You are a passionate people person who enjoys engaging with people, listens with empathy and patience, and has meaningful dialogues with prospective clients to learn how our firm can help them have a better future.

You are a skilled conversationalist, and genuinely dig into where prospective clients are now, what they truly want, and how our firm may be able to help them. You are open-minded, curious, and slow to make assumptions about people. You ask questions to find out what is really going on. You love finding out what makes people tick and how to really serve them.

It is a plus if you have experience and skills related to selling professional services, such as financial services, insurance, legal services, and other similar services in the white collar professions. You carry yourself well, with a strong self awareness of how you come across and communicate with other people, and are easily able to navigate conversations and relationships with people who are very different in their communication styles, personalities, and perspectives.

You may be a good fit for this position if (office manager)... You enjoy coaching and mentoring staff to operate at their highest potential. You understand how to hold staff accountable while also helping them be proactive and develop their skills and experience. You embrace best practices for delegation and performance-based management based on KPI's, to ensure staff are fairly and objectively evaluated based on their work product and not arbitrarily.

You are an excellent, practical problem solver and have strong administrative experience with common office equipment and software. You have direct experience with managing office facilities and inventory, including working with vendors such as IT providers. You are extremely detailed oriented and organized.

You have highly developed interpersonal skills, and navigate relationships well, including with direct reports, peers, and managers and owners, and are a bridge builder who helps keep projects moving forward and the trains running on time. You have sound judgment, and know how to assertively and professionally engage with your team while maintaining a positive energy and culture. You have proven experience managing 5 - 7 direct reports in a proactive, methodical way.

Who you will be working with. Our prospective clients are often facing some of the toughest decisions of their life. They need your help developing clarity on how best to move forward. You are proactive and navigate objections with patience, including following up consistently with prospective clients who are on the fence or indecisive; you are not afraid of rejection and understand it is not about you, it is about helping them.

With prospective clients who are on the fence or indecisive, you follow up diligently to find ways to meaningfully engage with them, develop rapport, educate them on how we can help, and identify and address potential objections to hiring our firm. You understand that sales is about selling for people, not to them, and you strongly embrace a consultative approach to the sales process.

You are mature and have deep empathy, and do not shy away from engaging with prospective clients who may be experiencing fear, anger, anxiety, as well as a variety of other challenging emotions. You have developed emotional and psychological strength and sensitivity, and are a balanced person who can be there for people who need your help without burning yourself out.

As office manager, you will also work closely with the owners, as well as staff and vendors, to help the firm run smoothly. As our firm grows, you will be given the opportunity to shift into a role more focused on office management activities and working closely with the owners, as well as training and backing up staff in key roles.

Who we are looking for. We are looking for a true professional who prides themselves on delivering great work product, loves to take care of people, and thrives on working together with a dedicated team.

We strongly value transparency, accountability, and a growth mindset, including always looking for ways to get better. You will receive honest, timely feedback on ways to improve your work product, and your ideas for improvement will be valued. You have high standards for yourself and actively look for ways to be productive and keep learning.

We are a tight-knit office and are looking for a person who not only fits our culture, but also brings us their unique perspective, skills, and experiences. We are a busy law firm, and the right person thrives on managing their priorities and time, displays grace under fire, and jumps in to help other team members.

You must be very comfortable using modern office equipment and software, and quickly learning how to use equipment and software which is new to you. You work well both as part of a team, as well as independently, and are a quick study with common sense and sound judgment.

You will be a great fit for our culture if...: You will love working with us if:

• You are motivated, driven, and goal-oriented;
• You want to be challenged and have opportunities for growth;
• You approach your work with a sense of craft and caring, and are a true team player;
• You are a hard worker and thrive on having a variety of tasks and projects;
• You want to be appreciated and rewarded for being an A player;
• You take your work seriously, but not yourself.

What we do. Coast Land Law is a law firm that helps people protect their piece of the American Dream by using the legal system to aggressively protect their property rights and small businesses.

Our clients bring us some of their most important opportunities and challenges, and we work hard to help them navigate the legal system through creative thinking, skillful negotiations, and well-planned lawsuits. We specialize in cases that are often high-conflict and complicatedwe are the firefighters of the legal system.

We are a growing team, with two full-time attorneys, a legal assistant, office manager/bookkeeper, and two of counsel attorneys who help with excess projects. Over the next 12 - 18 months, we expect to grow to 8 - 10 full-time staff as well as several contract employees, and have over 2,000 square feet of office space.

Our clients are mostly based in Clatsop, Tillamook, and Columbia Counties, but we also serve clients statewide, including the greater Portland area and other parts of the state.

Intake Specialist (Inside Sales Coordinator)(roughly 70 - 80%, or 30 - 35 hours/week): We are hiring an Intake Specialist (Inside Sales Coordinator)(full-time, 40 hours/week) whose intake specialist duties include:

• Engaging meaningfully and warmly with prospective clients;
• Being genuinely curious and listening to what they are looking for;
• Not making assumptions, and asking them insightful questions;
• Following our intake script and identifying how our firm may be able to help;
• Digging deep and overcoming potential objections;
• Following up consistently to help them make a decision, including when they are indecisive or fall out of touch (not just when they are enthusiastic).

Your other duties include:

• Serving as a point of contact for existing clients and others;
• Acting as a skillful gatekeeper, including receptionist duties;
• Managing our calendar and scheduling appointments/meetings;
• Greeting clients and other visitors, and making them comfortable;
• Interacting gracefully and assertively with a wide variety of people;
• Other administrative duties as assigned.

In your role as Intake Specialist, we expect you will currently focus roughly 70 - 80% of your time and energy on sales and gatekeeping activities, and as the firm grows we may shift you into more of a back up role for key positions so that you are generally more focused on management activities (see below).

Office Manager (Operations Director)(roughly 10 - 20%, or 5 - 10 hours/week): We are hiring an Office Manager (full-time, 40 hours/week) whose management duties include:

• Managing staff based on performance-based KPI's;
• Following sound delegation practices and ensuring follow through with staff;
• Coaching and mentoring staff to help them perform at their highest level;
• Providing honest, direct feedback to staff to help them improve;
• Reviewing reports and workflows to look for opportunities for improvement;
• Acting as a liaison between the owners and staff to promote a strong team culture that is united.

Your other duties include:

• Managing office equipment, software, and supplies, including inventory;
• Following existing office policies and procedures and ensuring they are followed by staff;
• Studying potential modifications and improvements to office policies and procedures;
• Working closely with the owners to ensure their mission, vision, and values are embraced;
• Interacting gracefully and assertively with a wide variety of people;
• Other administrative duties as assigned.

In your role as Office Manager, we expect you will currently focus roughly 10 - 20% of your time and energy on management activities, with the majority of your time and energy spent on intake and gatekeeping activities, and as the firm grows you would shift more time and energy towards management. You will rotate through and back up key positions, so you have a strong understanding of what each position does and how it fits into the firm.

Compensation:

• Full-time (hourly): from $66,560.00/year (from $32.00/hour)
• ***Note***: If you are a strong candidate for the Intake Specialist role, but not for the Office Manager role, then the compensation would begin at $52,000.00/year ($25.00/hour)
• Occasional overtime as needed

Benefits:

• SIMPLE IRA, 3% employer match
• Health insurance (employee's premium)
• PTO (10 days vacation in year 1, 10 paid federal holidays, 6 days paid sick leave)
• $500.00 hiring bonus after 3 months of full-time employment, $500.00 retention bonus after 6 months of full-time employment
• 90-day probationary period generally (including for vacation PTO and sick leave PTO), and eligibility for health insurance on the first day of the month following 30 days of employment
• Potential reimbursement opportunities for educational and professional development

Qualifications include:

• 1 year full-time experience in a professional office setting, and 1 year full-time experience with retail or customer-facing sales (can be from the same work experience)
• 2 years full-time experience with office management in a professional setting overseeing 5 - 7 direct reports
• Associates degree, or 1 year of full-time college-level coursework
• Proficiency in Microsoft Office (especially Word and Excel)
• US work authorization
• Fluent English communication skills (written and verbal)
• Valid drivers license and insurance, and reliable transportation

Instructions for Applying: Apply on Indeed, and submit your rsum.

When updating or putting together your rsum, think carefully about what it says about the quality of your written work product, attention to detail, knowledge of spelling and grammar, awareness of formatting conventions, proofreading your own work, etc. Afterall, we are a law firmwould you expect anything less?

We will reach out to qualified candidates within 1 2 business days after they apply. The statements above are not intended to be an exhaustive list of all responsibilities, duties, and skills. Come learn about our firm on our website at [please apply online] Thank you for your interest!

Job Type: Full-time

Pay: From $32.00 per hour

Expected hours: 40 per week

Benefits:

• Health insurance
• Paid time off

Experience level:

• 1 year

Shift:

• 8 hour shift

Supplemental pay types:

• Bonus opportunities

Weekly day range:

• Monday to Friday
• No weekends

Work setting:

• In-person
• Office

Ability to Commute:

• Warrenton, OR 97146 (Required)

Ability to Relocate:

• Warrenton, OR 97146: Relocate before starting work (Required)

Work Location: In person