What are the responsibilities and job description for the Client Services Coordinator position at Pandl Law PLLC?
Job Summary:
As a Client Services Coordinator at our estate planning law firm, you’ll play a vital role in delivering exceptional client experiences and keeping our operations running smoothly. From managing client interactions to coordinating processes and supporting administrative tasks, you’ll be the backbone of our team. This part-time remote position allows you to work primarily from home, with occasional visits to our Venice office for signings or workshops. We’re looking for someone organized, client-focused, who loves working with people, and is ready to support our growing firm.
Responsibilities:
Client Management:
- Handle incoming calls from potential clients, gather necessary information, and assess their needs.
- Register clients for workshops and schedule initial consultations with the attorney.
- Coordinate appointments, consultations, and follow-up meetings.
- Send timely reminders to clients about upcoming meetings, workshops, and deadlines.
- Handle client information with utmost confidentiality and discretion.
Clio Matter Management & Administrative Support:
- Create and update matters in Clio (our case management system).
- Ensure accurate and organized records for each client.
- Maintain detailed notes in Clio for every client interaction and action taken.
- Enter estate planning, probate, and trust administrative intake data into Clio.
- Scan documents into Clio and gradually transition from paper-based processes to digital (convert files).
- Create and send process letters related to prospective and current clients.
- Track workshop attendance records and follow up with evaluation sheets.
- Assist with funding-related tasks and communications.
- Manage attorney calendars efficiently.
- Record Deeds and other documents with the Clerk of the Court.
Events, Promotion, & Marketing:
- Promote workshops through various channels (website, Facebook, social media, Constant Contact).
- Assist with managing the firm’s social media pages.
- Promote client testimonials and encourage Google reviews.
- Assist with maintaining our Constant Contact email list.
- Assist in developing and implementing special projects to promote the firm.
- Attend workshops and signing ceremonies as needed.
Qualifications:
- Bachelor’s degree in a related field (e.g., business administration, legal studies, or communications) preferred; relevant experience may substitute for education.
- Experience in a law firm, client services, or professional services environment is a plus.
- Exceptional communication skills, both written and verbal, with a professional and friendly demeanor.
- Strong organizational skills, with a keen eye for detail and the ability to manage multiple tasks efficiently.
- Proficiency with office software and tools (e.g., Microsoft Office, Google Workspace, CRM systems); experience with Clio or similar case management software is highly desirable.
- Ability to handle sensitive client information with confidentiality and discretion.
- Comfortable adapting to a remote work environment with occasional in-person responsibilities (e.g., Venice office visits).
- A proactive, team-oriented mindset with an interest in estate planning and client service excellence.
Why Join Our Firm?
- We are a client-focused family law firm committed to excellence.
- You’ll work alongside an experienced attorney and paralegals.
- Opportunity for growth and career development within the firm.
If you are passionate about providing exceptional service, have an interest in estate planning, and thrive in a collaborative environment, we encourage you to apply!