Client Services Coordinator

Job Overview:

We are seeking a highly organized and client-oriented individual to join our team as a Client Services Coordinator. As a Client Services Coordinator you will be responsible for managing clients through the estate planning process from first contact to closing ensuring all client needs are met in a timely manner.

We are looking for:

• A Bachelor’s degree or two years of customer service or office experience;

• A warm, client-focused, helpful, and outgoing personality;

• A team player who can think, work, and act independently with minimum supervision;

• Ability to consistently follow our systems and operational practices;

• Ability to prioritize tasks and consistently finish work on a deadline;

• Ability to manage busy attorney calendars to efficiently schedule meetings;

• Excellent organizational and administrative skills;

• Excellent oral and written communication skills and an attention to detail.

• An interest in our practice areas and a curiosity to learn;

• Strong computer skills including use of Microsoft Word and Outlook and Adobe Acrobat;

• Problem solving skills and good judgment;

• Understanding of the importance of maintaining confidentiality of legal and financial information;

• Ability to use typical office machinery;

• A quick learner; and

• Reliability and dependability.

You must be able to pass a criminal background check.

Extras:

• Previous law office experience

• Experience managing social media and/or marketing for a business

• Past work experience with seniors

• Experience with ActionStep, HotDocs, or QuickBooks Online

• Active Notary license

Responsibilities include but are not limited to:

• Consistently updates and maintains client records in law practice management software;

• Follows the firm time template and maintains the firm calendar, following the firm’s procedures in scheduling all prospect and client meetings;

• Interacts with prospects and begins the data entry in the firm's practice management system and/or online questionnaire.

• Guides the prospect towards enrolling in a firm workshop or scheduling an initial consultation, or, for clients in crisis, determines how to best serve the prospect’s needs;

• Maintains the registration records for all firm and private workshops, reminds attendees prior to the workshops, then follows the firm procedure for follow-up with the attendees after the workshop;

• Using social media or other methods, ensures that there are consistently sufficient workshop registrations and initial contacts to meet firm's cashflow needs;

• Setup prior to and cleanup after workshops, management of workshop materials, and collecting of evaluations (this position shares this duty with our Outreach Coordinator);

• Prepares and mails/emails confirmation letters for all appointments and makes reminder phone calls the day prior to the appointment;

• Oversees all client requests and is responsible for the management of the relationship with the client;

• Pulls and prepares all client files for the day’s meetings to ensure all necessary materials are in the file and to track ongoing client status;

• Follows up with the Attorney after each consultation and documents the meeting on the correct internal reports and ensures the practice management software is updated;

• Collects and tracks all client fees paid to the firm, utilizing the appropriate report;

• Maintains practice management software to appropriately track prospect and client status;

• Acts as Team Leader and provides weekly status reports to the team during the Weekly Team Meeting; and

• Assists with other administrative tasks/duties and special projects as needed.

Additional duties may include:

• Answering phones and routing calls;

• Sorting and distribution of mail;

• Scanning and filing;

• Data entry;

• Opening and closing the office; and

• Witnessing/notarizing documents.

Physical Demands

• 80% -100% on-site in Edmonds, WA;
• Able to remain in a stationary position about 75% of the time;
• Able to regularly move about inside the office to access necessary office equipment and resources in somewhat cramped spaces;
• Constantly operate a computer and other office equipment, such as a scanner, copy machine, and printer;
• Periodic physical filing of paper records and carrying boxes of files;
• Able to greet clients at the door, bring them inside a narrow conference room, re-arrange chairs, and serve and remove coffee and other beverages; and
• Able to set up tables and chairs for workshops.

The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Compensation: $20.00 to $25.00/hour DOE

Application Procedures: Resume, cover letter; and contact information for 2 professional references.

Hours: 30-40 hours per week, except Federal holidays. Some remote work and flex time may be possible, but the job position does require in-person time in the office a minimum of 4 days per week. Occasional overtime or weekend hours may be required.

About our firm:

Wall Group Law is a boutique law firm located along the beautiful Edmonds waterfront. Our focus is on estate planning, probate, and elder law, including VA pension benefits and Medicaid.

Our company culture is:

Professional

Client-centric

Inclusive

Collaborative

Supportive

Our work environment includes:

Unbeatable view

Relaxed atmosphere

Work-from-home day

Great location

Wall Group Law is an Equal Opportunity Employer. This means that we will extend equal opportunity to all individuals without regard for race, religion, color, gender, sexual orientation, gender identity, national origin, age, disability, protected veteran status, citizenship status, genetic information, or any other legally protected category.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Expected hours: 30 – 40 per week

Benefits:

• Flexible schedule
• Paid time off
• Paid training

Schedule:

• Monday to Friday

Application Question(s):

• What is your earliest available start date?

Education:

• Bachelor's (Preferred)

Experience:

• Law office: 1 year (Preferred)

License/Certification:

• Certified Notary Public (Preferred)

Ability to Commute:

• Edmonds, WA 98020 (Required)

Ability to Relocate:

• Edmonds, WA 98020: Relocate before starting work (Required)

Work Location: Hybrid remote in Edmonds, WA 98020