Client Relations and Calendaring Associate

Job Brief

We are seeking a Client Relations and Calendaring Associate to join our Court Reporting Operations Department. Working as part of a remote team, this role coordinates hearing schedules, manages client communications, maintains accurate calendars, and provides administrative and operational support to ensure the efficient day-to-day operation of the department.

This is an excellent opportunity to start or grow your career with a dynamic and expanding company that offers opportunities for professional development and advancement.

This is a full-time remote position. Candidates must be available to work 7:00 AM – 4:00 PM ET. Employees located in the Phoenix, AZ area also have the option to work from our local office.

We offer a comprehensive benefits package including medical, dental, vision, life insurance, and paid time off. The annual salary range for this position is $42,000–$47,000, based on experience.

 

Responsibilities

• Manage and maintain hearing calendars, ensuring scheduling accuracy and timely updates.
• Coordinate hearing scheduling, rescheduling, cancellations, and confirmations with clients, court reporters, and internal teams.
• Review next-day and recurring hearing schedules, identify conflicts, and communicate necessary updates.
• Serve as a primary point of contact for client scheduling inquiries and hearing-related communications.
• Respond to client, reporter, and internal inquiries via phone and email in a professional and timely manner.
• Assign reporters and distribute hearing information as required.
• Create, update, and maintain hearing records within scheduling and workflow systems.
• Review, download, upload, and manage files within company workflow platforms.
• Assist with client copy sales, estimates, and related administrative requests.
• Monitor shared inboxes and prioritize urgent matters requiring immediate attention.
•  Maintain accurate records and data across scheduling, calendaring, and case management systems.
•  Participate in team meetings and collaborate with colleagues to resolve scheduling and operational issues.
• Provide general administrative and operational support to the Reporting Department as assigned.
• Assist with special projects, process improvements, and other departmental initiatives.

Requirements

• Minimum of one year of experience in administrative support, scheduling, client service, operations, or a related field; equivalent combinations of education and experience will be considered.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Detail-oriented with a high level of accuracy and follow-through.
• Self-motivated with the ability to work independently and with a sense of urgency.
• Strong problem-solving skills and the ability to think strategically when resolving issues.
• Ability to adapt quickly to changing priorities and business needs.
• Excellent written and verbal communication skills, including strong spelling, grammar, and business writing abilities.
• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
• Ability to type a minimum of 40 words per minute.
• Preferred familiarity with legal terminology, court proceedings, hearing scheduling, or court reporting operations.

Work Environment

• Fully remote work environment, with an office option available for employees located in the Phoenix, AZ area.
• Frequent interaction with clients, court reporters, and internal departments.
• Fast-paced environment requiring multitasking, attention to detail, and effective time management.