Scheduling Specialist (Lexitas Legal)

About the Role

Title:  Scheduling Specialist

Job Description:

LOCATION: This is a full-time, Remote position. Lexitas provides a fully equipped home office setup, including a company-issued laptop.

PAY RANGE: $20-$23/hr 

Join a High-Growth Legal Services Leader

 ABOUT THE ROLE:

The Scheduling Specialist is a key front-office contributor responsible for answering and directing inbound calls, managing schedules and resources, and serving as a trusted point of contact for clients and internal teams. In this role, you’ll handle client orders, resolve inquiries and concerns, and provide advanced support related to billing, products, services, and deliverables. You’ll work closely with scheduling leadership, sales, and department heads to ensure seamless coordination and a consistently positive client experience.

Lexitas is a rapidly growing national provider of legal and corporate support services, including court reporting, medical record retrieval, process service, and legal talent. Built on a foundation of trust, professionalism, and innovation, Lexitas delivers customized solutions with unmatched personal service to clients across the U.S. and internationally. 

KEY RESPONSIBILITIES:

• Answer and direct inbound calls from clients and internal personnel with professionalism and efficiency

• Assist with scheduling management, job requests, and allocation of resources

• Monitor client job requests and proactively communicate issues or updates

• Enter and maintain accurate data, including notices, attorney and firm details, and reporter/videographer information

• Track resource backlogs and jobs in progress to ensure timely completion

• Collaborate with Scheduling Managers and Specialists to resolve and prevent client issues

• Handle customer service calls with a focus on first-contact resolution

• Communicate with clients via phone and email regarding transcripts, exhibits, video products, and order status

• Troubleshoot client concerns to identify root causes related to transcripts, exhibits, video, or billing

• Resolve service and billing requests, including cost estimates, invoices, payments, repository access, and product delivery issues

• Obtain completed transcript and video order forms and confirm client product requests

• Escalate unresolved inquiries to appropriate departments when necessary

• Support the sales team by identifying new leads or potential client concerns

• Document and report customer feedback, inquiries, and satisfaction trends to management

• Perform additional duties as assigned

 WHAT YOU’LL BRING:

• A strong commitment to delivering exceptional customer service to attorneys and paralegals

• Clear, professional written and verbal communication skills

• Outstanding organizational skills with a keen attention to detail

• A strong work ethic and the ability to remain calm under pressure

• Proven multitasking skills in a deadline-driven environment

• Comfort working independently as well as collaboratively across teams

• Flexibility to work occasional overtime as business needs require

• High reliability, punctuality, and professionalism

• Proficiency in Microsoft Outlook, Word, and Excel, with the ability to quickly learn new software

 QUALIFICATIONS:

• High school diploma or equivalent required

• Minimum of 1 year of experience as a Scheduling Specialist or within the court reporting industry

• Working knowledge of HIPAA regulations and compliance requirements

• Demonstrated adherence to compliance policies and best practices

• A collaborative, team-oriented mindset with a focus on continuous improvement

 SUPERVISORY RESPONSIBILITIES

This role is not a supervisor position.

 LANGUAGE SKILLS

Ability to effectively present information and respond to questions from internal and external customers whose first language is English.

 CERTIFICATES, LICENSES, REGISTRATIONS

None

 PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

 While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle or feel objects, type and use mouse; reach with hands and arms; and talk and/or hear. The employee is required to sit for extended periods of time.

 WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

 While performing the duties of this job, the employee regularly works in an office environment in a clerical environment. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets.

 TRAVEL REQUIREMENTS

This position does not require travel.

 OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to the job at any time with or without notice.

 AAP/EEO STATEMENT

Lexitas prohibits discrimination based on race, religion, gender, national origin, age, disability, veteran status, marital status, pregnancy, gender identity, sexual orientation or any other legally protected status.

 EOE Employer/Vet/Disabled.  

 If you require reasonable accommodation in the application process, please contact Human Resources for assistance.  All other applications must be submitted online.