Client Services Coordinator

About Us

We’re a warm, heart-centered estate planning law firm dedicated to helping families protect what matters most. We believe that estate planning isn’t just about documents—it’s about people, relationships, and peace of mind.

Our clients trust us to guide them through some of life’s most meaningful decisions, and we’re looking for a Client Services Coordinator who loves creating a smooth, supportive, and exceptional experience from start to finish.

The Opportunity

As our Client Services Coordinator, you’ll be the first point of contact for prospective and existing clients—the friendly, capable voice who makes everything feel easy and organized. You’ll manage the firm’s client pipeline, coordinate appointments, communicate with clients, and ensure that every detail of their journey is handled with care.

This role is perfect for someone who loves people, thrives on organization, and takes pride in creating calm and clarity in a busy environment. This is a part-time role between 24-32 hours a week.

What You’ll Do

 Client Intake & Relationship Management

• Serve as the first point of contact for all new inquiries—responding warmly, clearly, and promptly
• Explain our services and processes in a way that builds understanding and trust
• Conduct initial intake calls and qualify prospective clients before scheduling with the attorney
• Maintain the client pipeline in our CRM system, ensuring all leads and communications are accurately logged and tracked
• Follow up with prospects and clients to gather needed information, paperwork, and next steps

 Scheduling & Appointment Coordination

• Schedule and confirm client meetings, consultations, and follow-ups
• Send pre-meeting forms, reminders, and instructions
• Reschedule appointments as needed with professionalism and efficiency
• Coordinate with the attorney and team to ensure all meeting prep is complete

 Administrative & Document Support

• Prepare folders and digital files for client meetings (Life & Legacy Planning Sessions, 3-Year Reviews, Probate Consultations, etc.)
• Ensure all documents are properly organized, uploaded, and labeled in the CRM and file system
• Support the post-meeting process—scanning signed documents, compiling estate planning binders, and preparing follow-up materials
• Maintain confidentiality and data accuracy across all client records

 Systems & Tracking

• Update tracking sheets and CRM metrics to monitor the health of the client pipeline
• Identify gaps or delays in the client journey and proactively resolve them
• Support continuous improvement of firm systems and client workflows

You’ll Thrive Here If You...

• Naturally create order, clarity, and calm—especially when things get busy
• Love connecting with people and helping them feel at ease
• Are a great communicator—warm, articulate, and professional
• Have strong attention to detail and follow-through
• Are self-directed, resourceful, and comfortable managing multiple priorities
• Find satisfaction in being the person others can rely on

Qualifications

Required:

• 2 years of experience in client service, administrative support, or a coordination role
• Proficiency in Microsoft Office Suite
• Excellent written and verbal communication skills
• Strong organization and follow-through abilities
• Comfort working independently and as part of a small team

Preferred:

• Experience in a law firm or other professional services environment
• Familiarity with CRM systems (Lawmatics, Clio, HubSpot, etc.)
• Knowledge of estate planning terminology (helpful but not required)

Compensation & Benefits

• Competitive pay based on experience ($20-$25/hr)
• Paid time off
• Training and professional development opportunities
• A supportive, values-driven team culture where your contributions matter

How to Apply

• Send your résumé and a short note sharing what drew you to this role to info@spaldinglawoffice.com. Please do not apply through LinkedIn. We look forward to connecting with you!