Trusts & Estates Intake Coordinator

Perkins Thompson is seeking a detail-oriented, client-focused Intake Coordinator to support our busy Trusts & Estates practice. As the first point of contact for prospective clients, you will guide them through the intake process, coordinate consultations, and help deliver an efficient and welcoming client experience. Success in this role requires professionalism, discretion, strong organization and communication skills, and a genuine commitment to client care. The ideal candidate is comfortable managing steady inbound and outbound call volume, keeping conversations focused and helpful, and coordinating high-volume scheduling across multiple calendars.

This part-time role requires approximately 20-24 hours per week and is open only to current Maine residents. The position follows a hybrid-remote schedule, with a mandatory on-site presence one (1) day per week at either our Portland or Kennebunk location.

Key Responsibilities

• Serve as the initial point of contact for prospective Trusts & Estates clients.
• Build positive relationships with prospective clients by maintaining a welcoming, attentive, and discreet telephone manner.
• Answer incoming calls and respond to prospective client inquiries.
• Make outbound calls and follow up with prospective clients.
• Enter, update, and track prospective-client information in the firm’s lead database.
• Screen prospective clients according to established protocol.
• Gather the information required to initiate and complete the conflict-check process.
• Schedule initial consultations and manage multiple attorney calendars.
• Coordinate appointment changes and resolve scheduling conflicts.
• Prepare and send questionnaires, consultation agreements, appointment confirmations, and other intake communications.
• Monitor the completion of questionnaires and consultation agreements and follow up as needed to keep the intake process on schedule.
• Handle client information with professionalism, confidentiality, and sensitivity.
• Support positive referral relationships by sending timely, thoughtful acknowledgments and notes.

Qualifications & Skills

• 1 – 3 years of experience in phone reception, sales, customer service, a call center, healthcare, insurance, hospitality, financial services, or another phone-intensive role.
• Interest in taking an active role in client intake, relationship-building, scheduling, and overall client experience.
• Excellent organizational and task-management skills, with the ability to prioritize, track, and complete multiple tasks under time constraints.
• Superior attention to detail, especially when completing forms, logging information, scheduling, and preparing documents.
• Strong computer proficiency, including Microsoft Office (Outlook, Word, Excel), document management systems, and digital signature platforms.
• Professional, courteous interpersonal skills, with the ability to interact effectively with clients, attorneys, staff, vendors, and visitors.
• Strong verbal and written communication skills, with attention to clarity, accuracy, and professionalism.
• High level of reliability and follow-through, with the ability to maintain confidentiality and handle sensitive information appropriately.

The expected pay range offered for this position is $19.00 to $23.00 per hour and depends on the successful applicant’s relevant skills, experience, and qualifications and other factors to be considered in the discretion of the employer.