Intake Coordinator/Legal Assistant - Trusts & Estates

Perkins Thompson is seeking a detail-oriented, client-focused Intake Coordinator/Legal Assistant to join our busy Trusts & Estates practice. Due to renovations occurring in our Portland office, this position will be based out of our Kennebunk office until approximately mid-September 2026. Upon completion of renovations, the position will be based out of our Portland office. 

The successful candidate will be the first point of contact for new and existing clients of the Trusts & Estates department and will play a key role in ensuring efficient intake, exceptional client service, and high-quality administrative support. A professional demeanor, strong organizational skills, and a genuine commitment to client care are essential for success in this role.

Key Responsibilities

Reception & General Department Support

• Serve as the initial point of contact for all Trusts & Estates inquiries
• Greet visitors and clients and assure they are made comfortable
• Answer and route incoming calls accurately
• Process incoming and outgoing mail
• Order and maintain department supplies
• Schedule and document department meetings
• Support referral relationships through timely, thoughtful acknowledgments and notes

Intake & Initial Consultation

• Screen potential clients per department protocol
• Conduct preliminary conflict checks
• Schedule initial consultations and prepare required forms
• Track and monitor completion of consultation forms in database

Client Onboarding & File Management

• Conduct additional conflict checks as needed
• Draft and manage completion of engagement agreements
• Create, organize, and maintain client files and active matter records

Document Execution & Recordkeeping

• Schedule signing appointments and coordinate logistics (witnesses, rooms, etc.)
• Assemble estate planning documents for signature
• Record documents with county registries when applicable
• Securely handle and store original client documents in accordance with firm policy

 Qualifications & Skills

• Strong critical thinking and problem-solving skills with the ability to assess situations, anticipate needs, and offer practical solutions
• Ability to manage multiple priorities and adapt in a fast-paced environment
• Strong technical aptitude; quick to learn new software and systems
• Proficiency with Microsoft Outlook, Word, Excel, signature/file share platforms, and document management systems
• Excellent communication skills—both written and verbal
• Exceptional attention-to-detail and proofreading skills
• Sound judgment, discretion, and the ability to handle sensitive client matters with compassion
• Comfortable using office equipment including scanners, copiers, and multi-line phones

Physical & Work Environment Requirements

• Ability to sit and work at a computer for extended periods
• Must be able to lift up to 20 pounds and reach overhead to access files
• Routine physical movement including walking, bending, kneeling, and standing

Pay: From $24.00 per hour

Hours: Full-time, 40 hours per week