Operations Coordinator

Operations Coordinator

Are you a composed communicator who can stay calm and professional when callers are emotional, in crisis, or calling from custody? Can you turn scattered paperwork, dockets, and quick interruptions into tidy, reliable systems that keep a busy office moving? Do you bring organization, initiative, and a solutions-first attitude to every task—big or small? Final question: When faced with a challenge, do you get excited or run away?

Important: To apply, if you have any questions, please email recruit@crisp.co only. Please do not reach out through our website's contact information (telephone, email, or web chat) or via direct messaging on any social media platform. To apply, submit your application by clicking the "Apply" button and applying on the Crisp Recruit page that opens.

Hartenstein Poor & Foster is a Wichita-based boutique firm specializing in criminal defense, substance-abuse matters, and civil-rights litigation. We combine courtroom skill and practical problem-solving to represent clients facing high-pressure, often life-changing circumstances. Our approach is client-centered: we prioritize clarity, dignity, and timely communication while pursuing the best possible outcomes. As a small, nimble team, attorneys, paralegals, and administrative staff collaborate closely to keep files organized and court deadlines met. We value competence, compassion, and reliability, and expect professional discretion and resilience from every team member. The firm invests in thorough onboarding and ongoing development so staff can contribute confidently and grow in their roles. Above all, we provide accessible, effective advocacy that reduces stress for clients and helps them navigate the legal process with clear options and steady support.

We are hiring an Operations Coordinator to ensure the office functions efficiently and reliably. This is a hands-on, multi-faceted role: you'll manage front-desk operations, maintain core office systems and SOPs, coordinate vendors and facilities, support onboarding and training, and act as the primary operational backup for day-to-day workflows. You will report to the supervising team member and work closely with paralegals, legal assistants, and administrative staff. This position is primarily on-site, with occasional schedule flexibility as operational needs require.

What You'll Do

Front Desk & Client Contact

• Answer incoming calls with empathy and professionalism—including callers who may be intoxicated, incarcerated, or highly emotional.
• Triage inquiries and route messages to attorneys, paralegals, or other staff as appropriate.

Case Setup & File Maintenance

• Build and organize physical and digital case files; ensure documents are accurately scanned, named, and stored.
• Maintain dockets, calendar client appointments, and generate appointment/notification letters.

Basic Case Management & Data Entry

• Enter key case data into the case-management system (Clio or Filevine)
• Perform routine follow-ups, check notifications, and ensure tasks are completed on time.

Administrative Support

• Draft and proofread routine correspondence to opposing counsel, courts, and clients.
• Assist with deposits and day-to-day financial paperwork in coordination with the virtual bookkeeper.

Collaboration & Problem Solving

• Work closely with the supervising attorney and paralegal for onboarding, training, and workflow distribution.
• Jump into urgent tasks, adapt to shifting priorities, and help keep the office running in a fast, often chaotic environment.

Quality & Discretion

• Maintain strict confidentiality of case information and exercise discretion in all interactions.
• Help foster a team culture that values respect, humility, and mutual support.

What We're Looking For

Experience & Technical Skills

• Prior front-office, administrative, or legal-support experience strongly preferred; familiarity with Clio or other case-management systems is a plus.
• Strong computer literacy (MS Office, PDF tools) and fast, accurate data-entry skills.

Personal & Professional Attributes

• High emotional intelligence and patience—able to handle callers who are distressed or in high need.
• Extremely organized, able to multitask under frequent interruptions, and quick to resume work after disruptions.
• Resilience under pressure, good sense of humor, collaborative mindset, and a solutions-focused attitude.

Reliability & Standards

• Willingness to comply with a drug-free workplace policy
• Able to work primarily on site during standard business hours (8:00 AM–5:00 PM); occasional extended hours may be required to meet deadlines.

Culture & Work Environment

• Team-First & Low-Ego: We're a small, fast-moving team that values humility, grit, and mutual support - no ego required.
• High-Volume, High-Impact: Expect a busy office (≈1,100 cases/year across practice lines) where priorities shift quickly and organization is everything.
• Dog-Friendly & Human Focus: We're dog-friendly and family-minded - team members balance demanding work with real life responsibilities.

Compensation & Benefits

• Compensation: Competitive, regionally aligned hourly or salary pay (to be determined based on experience).
• Paid Time Off: 12 paid days off (earned monthly) plus observed public holidays.
• Retirement: 401(k) with employer match up to 5%.
• Health Coverage: The firm does not currently offer standard health insurance but will consider candidate needs for exceptional hires; benefits are evolving as the firm grows.

Why You Should Work Here

• Impactful Work: Help defend and support vulnerable community members - your work directly impacts people's lives.
• Autonomy & Impact: Be the person who keeps the office organized and reliable - your contributions will be seen and valued every day.
• Professional Growth: Join a team with room to grow; the firm invests in people and supports development (training, shadowing, and Crisp Experience after 90 days).

If you're highly organized, emotionally steady, technically capable with case-management systems, and ready to join a fast-paced, mission-driven firm, we'd love to see your application.