Calendar Clerk - 67081670159

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Quick Summary

Requirements Summary

2+ years of high-volume calendar management in a law firm or professional legal services setting, juggling multiple complex schedules at once.

Technical Tools

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Position:Calendar Clerk

Location: Remote:LatAm

Work Schedule: Monday–Friday, 9:00 AM – 6:00 PM Eastern

Salary:Market Related

About the Role

We are seeking a detail-driven, bilingual (English/Spanish) Calendar Clerk to manage high-volume consultation scheduling. In this fully remote, full-time position, you will serve as the central coordination point for multiple professional calendars simultaneously. The ideal candidate has proven experience managing multi-stakeholder schedules in a fast-paced legal or corporate environment, along with hands-on proficiency in scheduling platforms, CRM tools, communication channels, and time-tracking software (such as Clio, Lawmatics, Slack, Dialpad, Zoom, and Hubstaff.

The Calendar Clerk owns every consultation on the organization's calendar from booking to outcome. Each day, this role confirms client appointments, assigns professionals, processes reschedules and cancellations in real time, and ensures every consultation is accurately documented in the firm’s systems. The calendar supports multiple practice groups across several regional office locations and shifts constantly. The individual in this role is responsible for maintaining 100% calendar and record accuracy.

Responsibilities

~2 min read

Calendar Management

→Maintain the master consultation calendar across multiple locations and meeting formats (in-person, video conference, telephone).
→Assign the appropriate professional (and language interpreter, when needed) to each consultation in both the primary calendar and internal database.
→Process reschedules, cancellations, and format changes same-day, strictly following established scheduling, location, and fee guidelines.
→Ensure all individual and department calendars remain free of duplicates and conflicting entries.

Client Communication

→Contact scheduled clients via phone and text prior to their consultation to confirm date, time, format, and meeting details.
→Conduct proactive outreach to reschedule missed appointments and manage inquiries from existing clients.
→Resolve real-time scheduling disruptions immediately (e.g., late arrivals, missing meeting links, connection delays).

Data Accuracy & Workflow Tracking

→Audit prior-day appointments each morning and review current-day entries at shift end to verify all appointment statuses and pipeline stages are accurate.
→Follow up directly and assertively with senior staff and attorneys when records are incomplete or conflicting.
→Log all communications, adjustments, and relevant updates directly into the database.
→Monitor and resolve internal scheduling requests via team messaging channels promptly with written confirmation.

Preparation

→Perform standard conflict-of-interest checks prior to scheduled consultations.
→Assemble relevant preliminary documentation and retrieve public records and court documents via online portals prior to meetings.

Requirements

~1 min read

Experience: 2+ years of high-volume calendar management in a law firm or professional legal services setting, juggling multiple complex schedules at once.
Bilingual Proficiency: Professional fluency in both English and Spanish (verbal and written); daily client communication in Spanish is required.
Legal Tech & CRM: Direct, hands-on experience using legal practice-management platforms and legal CRMs (e.g., Clio, Lawmatics) synchronized with shared calendars.
Communications & VoIP: Proven experience operating cloud-based VoIP phone/SMS systems (e.g., Dialpad) alongside fast-paced internal messaging platforms (e.g., Slack).
Stakeholder Management: High comfort level communicating directly with senior personnel and attorneys to resolve discrepancies and track down missing consultation data.
Client Service: Professional, polished phone presence for daily confirmations, schedule changes, and client retention outreach.
Work Schedule & Setup: Full-time availability Monday–Friday, 9:00 AM – 6:00 PM Eastern, with a dedicated remote setup and willingness to use time-tracking software.
Precision & Follow-Through: Uncompromising attention to detail where every record is audited, verified, and kept completely error-free.