Part-Time Intake & Client Relations Coordinator - Hybrid Legal Role

ABOUT OUR FIRM AND THE POSITION

This is a part-time, client-facing administrative coordination role for a small estate planning and estate administration law firm. The role requires careful reading, accurate written communication, calendar judgment, organized follow-through, confidentiality, and the ability to manage a busy, fluid workday without constant interruption of the attorney.

• To be considered, please include a brief note with your resume that you are seeking a long-term part-time administrative role and describing your experience with confidential client communications, scheduling, and file notes.

This is not an attorney-track, law clerk, legal research, paralegal drafting, or courtroom role. The person hired will not provide legal advice, analyze legal issues, draft legal instruments or pleadings, or perform attorney-level work. This role is not a fit for someone primarily seeking a legal-learning position, attorney mentorship, bar-admission pathway, substantive legal training, or frequent attorney access throughout the day.

The firm provides systems, templates, checklists, and training. At the same time, the role requires independent administrative follow-through, careful use of written procedures, and good judgment.

• This role is best suited for someone seeking a stable, long-term part-time position and who is not looking for full-time hours and enjoys administrative structure, client service, scheduling, and follow-through more than legal research or substantive legal work..

This position serves as the firm’s front-door and workflow support person. This role is responsible for handling prospective client inquiries, scheduling consultations and client meetings, maintaining accurate query and client records, coordinating signing logistics, tracking follow-up items, and escalating issues that require attorney attention.

The successful candidate will be comfortable taking notes, following written procedures, using templates, keeping accurate file notes, compiling non-urgent questions, and escalating urgent or sensitive issues promptly.

KEY RESPONSIBILITIES

Client Intake and Relations

• Respond to prospective client inquiries using approved firm templates and procedures.
• Coordinate client meetings.
• Use approved communication templates and adapt carefully when needed.
• Communicate with clients and prospective clients in a professional, warm, and clear tone.
• Maintain confidentiality and professional boundaries at all times.
• Protect the attorney’s calendar by checking for conflicts and required buffers.
• Coordinate logistics for signing conferences.
• Promptly notify attorney of scheduling issues or client concerns.
• Identify the nature of each inquiry, including matters outside the firm’s scope.
• Maintain accurate query records.
• Consultation management including scheduling and tracking and following-up as needed.
• Escalate urgent, unclear, sensitive, or out-of-scope inquiries to the attorney.

Legal Operations Support

• Maintain matter information in practice management systems.
• Track matter flow, client follow-up needs, signing logistics, and outstanding client actions.
• Support probate and estate administration workflow tracking.
• Enter time accurately and daily, including administrative and nonbillable time.

QUALIFICATIONS

Required

• Prior experience in a law office, professional services office, or significant high-trust client-facing administrative role.
• Strong reading comprehension and ability to follow written instructions carefully.
• Excellent written communication skills.
• Strong attention to detail and follow-through.
• Comfort using practice management systems, calendars, email, and client portals.
• Professional judgment, confidentiality, and discretion.
• Ability to work independently within clear procedures.

Preferred

• Experience with legal practice management software.
• Experience in client-sensitive practice area or services.
• Experience managing deadlines and professional calendars.
• Experience working in a solo or small-firm environment.

Important Fit Factors

This role requires someone who can:

• Ask questions before making assumptions;
• Maintain accurate records;
• Demonstrate and use appropriate judgment;
• Communicate with clients in a calm, warm, and professional manner;
• Manage sensitive family and legal matters with care;
• Complete routine work without constant prompting;
• Understand that accuracy is more important than speed.

This position is not a good fit for someone who prefers a narrow task queue without client contact, is uncomfortable (or has a disruptive) working from home environment, is uncomfortable asking clarifying questions, or is seeking full-time employment.

Training will be provided on firm-specific procedures, but applicants should be comfortable learning and using office technology.

Professional agencies, recruiters, and law students please do not contact us.

Pay: $30.00 - $34.00 per hour

Benefits:

• Flexible schedule
• Paid sick time

Application Question(s):

• How many years of high-trust administrative experience do you have in a law office, financial services office, medical office, accounting/tax office, trust/estate office, or other confidential professional-services setting?
• Briefly describe a time you escalated an issue rather than proceeding on your own.
• This role requires taking notes, documenting client/matter updates, and leaving clear status notes. Briefly describe your experience doing that.
• This role requires batching non-urgent questions and interrupting the attorney only for urgent, client-sensitive, court/deadline, signing, or unclear-risk issues. Are you comfortable working that way? Please briefly explain.
• This is a long-term part-time administrative role of 20 hours per week and is not intended to become full-time or attorney-track. Does that fit what you are seeking?
• This role requires managing a busy and fluid workday; sometimes working from home. Briefly describe how you keep yourself organized when priorities change during the day and your work from home environment.

Experience:

• high-end administrative: 7 years (Required)

Work Location: Hybrid remote in Chicago, IL 60611

Salary : $30 - $34