Veritext Legal Solutions Client Scheduling Representative in Mineola, New York
Veritext is the global leader in legal litigation and deposition solutions. We provide the most skilled court reporters, advanced technology and unmatched service to help our clients achieve successful outcomes. Our national scale enables us to provide consistent and reliable delivery anytime and anywhere.
Veritext utilizes advanced technologies to streamline the deposition process and to manage the most complex cases. Proprietary video, mobile and workflow services combine with superior security, including HIPAA and PII compliance, to ensure that you have the best tools and the confidence of working with the market leader.
Providing our Clients with exceptional service is the foundation of our business. In this position, you will be responsible for scheduling meetings and depositions, responding to inquiries and providing our clients with state of the art products and services that will meet their needs. If you enjoy assisting clients and have great customer service skills, this immediate opportunity might be a fit!
*Temporarily remote until 10/18/2021. Office reopening on a hybrid schedule. Regular schedule will be two days reporting to the office and three days working from home.
Main Purpose of the Role
Manage all aspects of deposition scheduling, creating a positive experience for clients and subcontractors prior to proceeding taking place
Work collaboratively with Veritext colleagues, exhibiting Veritext Values
Ensure that all client (internal and external) communications are handled in a professional, timely and courteous manner
Communicate necessary information timely, accurately and effectively; report incidents to management
Welcome new projects and ideas; continuously work to enhance job knowledge while bringing value to role
Take ownership of your work; follow-thru until final resolution
Understand Veritext products and services, their value and commensurate fees
Resolves issues and escalate as needed to ensure prompt and accurate resolution; assist clients in various requests
Use Vision workflow to ensure all aspects of your activities are completed accurately and timely
Fully understand and utilize all Vision functions as they relate to your position and their impact on other functions, departments, MyVeritext, reporter portal, etc.
Recommend and implement improvements in process and procedures
Understand Company targets and strive to meet and exceed
Participate and absorb all trainings including Veritext University, Summer Camp, in-person development sessions, etc.
Be an active participant in the phone queues and/or email
Schedule depositions ensuring complete, accurate and consistent information
Understand the nuances of depo notices and upload to Vision; be able to discern client needs from notices and react to needed (but not stated) requirements to ensure depo proceeds smoothly
Ensure that all cases are handled consistently re: information, reporter teams, dictionaries, etc.
Process all jobs accurately and in accordance with Profiles, Case Standing Orders, notes and client specifications; relay these requirements to subcontractors
Respond to all client requests received via email and/or phone queue in a timely, pleasant and professional manner
Ensure that all jobs are entered, confirmed and covered timely and accurately
Fulfill client requests according to Operational Excellence guidelines
Ensure that Vision Profiles are accurate and actionable and notes, etc. are clear and detailed
Align correct product/services information including features and benefits to client needs
Know all aspects of MyVeritext and encourage client usage
Treat all Veritext Intra-Company jobs consistent with Veritext standards
Assign appropriate resources (reporters, videographers, interpreters) with technology to match client needs on jobs when necessary
Understand financial implications of vendor assignments as it relates to a specific job (i.e. understand payment structure, locate affordable meeting rooms, etc.)
Build and maintain relationships with and provide support to reporters, agencies, videographers, interpreters, etc. and all other outside vendors, as applicable
Provide assistance to court reporters, videographers, as applicable (i.e., directions, my steno machine is broken, legal issues, etc.); escalate to appropriate Veritext colleague if necessary
Encourage subcontractor portal use and be completely knowledgeable of all features
Follow incident procedure to ensure client satisfaction and staff development
Schedule proceedings in Vision by way of incoming phone call, email through Front, or Vision Workflow with autogenerated scheduling via Snap Scheduling or MyVeritext
Ensure complete, accurate and consistent information
Follow Standard Data Entry Rules
Understand Location of all parties and how all parties will connect to deposition, whether in person, remote or a combination of the two.
Be an active participant in the phone queues and/or Front mailboxes based upon Operational Excellence Role
Meet Operational Excellence standards for Notice Entry, Phone Calls answered and Front Email conversations
Identify Case connections to assignments and review Profile and Case Standing orders when scheduling
Enter all orders for services into orders section, including but not limited to:
Court Reporter and/or Videographer
Remote or in-person locations and the appropriate services that go with each
Exhibit management requirements
Confirm assignments for the next business day
Communicate professionally with clients, subcontractors and staff to ensure proper execution of all aspects of upcoming jobs are met
Skills and Competencies
Proficiency in MS Office required
Proficiency in relevant software packages and applications
Must possess excellent written and verbal communication skills
Customer service oriented with strong interpersonal skills
Dedicated professional with the ability to respond to requests promptly and accurately
Must be detail oriented, organized and be able to multi-task
Proactive and motivated with strong problem solving and follow up skills
Must be able to work both independently and with a team
High School diploma or equivalent
Associate degree in related field or equivalent combination of education and experience
Minimum of 1-2 years relevant experience
Prior knowledge of/experience working in the Legal industry
Veritext considers applicants for all positions without regard to race, color, religion, gender, national origin, age, marital or veteran status, the presence of a non-job related medical condition or handicap, or any other legally protected status. Veritext maintains a "zero tolerance" for child abuse and/or substance abuse. Criminal background check and other federal or state screenings for child abuse will be conducted. Screening tests for alcohol and illegal drug use may be required before hiring and during employment.
Veritext offers competitive compensation and an exciting benefits package including medical, dental, vision, 401K with company match, generous paid time off, company paid short & long term disability, life insurance, and more.
VERITEXT is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation, gender identity, or any other classification protected by Federal, state, or local law. Any information provided will be used only in the compilation of data for EEO/Affirmative Action reporting. Completion of this data is voluntary and will not affect your opportunity for employment and/or terms or conditions of employment.
Veritext participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.
Veritext participa en E-Verify y proporcionará al gobierno federal la información de su Formulario I-9 para confirmar que usted está autorizado para trabajar en los EE.UU.