Job Description

About Us:

We are the largest privately owned legal support services firm in Georgia. We have an excellent reputation in the legal community which is matched with our excellent office culture. We proudly placed in ABC's Best Places to Work for four years and placed first in the medium-sized business category in 2020. We strive to keep our quality, reputation, and culture as we grow.

Role Description:

We are seeking a highly organized and detail-oriented individual to join our team as a Scheduling Coordinator. The Scheduling Coordinator will play a crucial role in ensuring the smooth operation of our legal proceedings scheduling process. The Scheduling Coordinator will be primarily responsible for building and maintaining mutually beneficial relationships with our court reporters, collaborating with clients and the scheduling team to problem-solve issues and client requests, handling last-minute emergencies with reporters after hours, and providing guidance to the scheduling manager on possible solutions. These responsibilities are vital to maintaining the efficiency and effectiveness of our scheduling process and ensuring the satisfaction of our clients and resources alike.

Responsibilities: 

• Input legal proceeding schedulings from clients into our database management system.
• Book resources such as court reporters, videographers, venues, and equipment as needed for scheduled proceedings.
• Confirm calendar appointments with clients on a daily basis to ensure accuracy and avoid scheduling conflicts.
• Assist with resolving day-to-day issues alongside the Scheduling Manager and cover duties as needed during their absence.
• Send "Final Confirmations" to clients and manage cancellations as they arise, ensuring timely communication and resolution.
• Maintain seamless communication between court reporters and the back office to facilitate efficient workflow.
• Take on special projects related to court reporter relations and uphold company standards and consistency in scheduling procedures.
• Collaborate with management to develop and implement reporter onboarding programs as needed to maintain a skilled and reliable team.
• Work with new student reporters to facilitate shadowing opportunities and connect them with mentors for guidance and support.
• Answer incoming calls as needed, assisting clients with scheduling inquiries or transferring calls to other departments as appropriate.
• Perform all other duties as assigned by manager

Qualifications: 

• High school diploma or equivalent; additional education or training in business administration or related field is preferred
• Proven experience in a scheduling or administrative role, preferably in a legal or court reporting environment.
• Strong proficiency in database management systems and scheduling software.
• Excellent communication skills, both verbal and written, with the ability to interact professionally with clients and colleagues.
• Exceptional organizational skills and attention to detail to manage multiple tasks and deadlines effectively.
• Willingness to learn and adapt to new technologies and procedures as needed.
• Ability to work independently as well as part of a collaborative team.
• Prior experience working with court reporters or legal professionals is a plus.

Benefits:

• Health, dental, and vision insurance coverage.
• Retirement savings plan.
• Professional development opportunities.
• A positive and collaborative work environment.

Work Setting:

• In-Person at the Atlanta, GA (Chamblee area) Location

As an equal opportunity employer, Gallo Legal Services does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, age, veteran status, disability or genetic information, gender identity, gender expression or any other characteristic protected by law in its employment.

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