Client Services Coordinator

Job Description

Job Description

Monteleon Law is a growing boutique elder law and estate planning firm seeking a full-time Legal Client Services Coordinator to join our Fredericksburg office.

This is a key role in our firm that combines client service, administrative support, intake, scheduling, file and document management, and day-to-day office coordination. Organization and proactive follow-through are at the heart of this position. We need someone who can keep track of many moving pieces, anticipate what needs to happen next, and make sure details do not fall through the cracks.

This is not an entry-level administrative position. We will train you on our firm's systems, legal processes, and procedures, but candidates should come to the position with strong professional-office fundamentals and be comfortable independently handling routine administrative responsibilities.

What You'll Do

·       Answer incoming calls and serve as a warm, professional first point of contact for clients, prospective clients, courts, and other professionals.

·       Manage new client intake, including gathering information, scheduling consultations, sending intake materials, and following up on outstanding items.

·       Manage attorney calendars and assist with scheduling client meetings, court appearances, deadlines, and other appointments.

·       Communicate with existing clients regarding scheduling, documents, routine status updates, and next steps.

·       Monitor and follow up on outstanding client documents and information so matters continue moving forward.

·       Maintain and update client information and matter records in the firm's case-management system.

·       Organize and maintain physical and electronic client files.

·       Scan, upload, save, name, and organize documents accurately.

·       Prepare routine professional correspondence, cover letters, forms, notices, mailings, and other documents.

·       Properly prepare and address outgoing correspondence, envelopes, and mailings.

·       Assist with court filings, document retrieval, recording matters, and communications with courts and government offices.

·       Track tasks and deadlines and make sure appropriate follow-up is scheduled.

·       Assist with accounts receivable and routine client billing follow-up.

·       Assist with opening and closing matters and maintaining complete client files.

·       Provide day-to-day administrative support to attorneys and legal staff.

·       Assist with other administrative and client-service responsibilities as needed.

The Ideal Candidate

We care just as much about how you think and work as we do about your prior experience. You should already be comfortable with the fundamentals of working in a professional office. You know how to prepare professional correspondence, address and send mail, write a polished business email, manage calendars, organize electronic files, scan and save documents, use Microsoft Office, proofread your work, and communicate professionally by telephone.

We are happy to teach you how Monteleon Law does things. We are looking for someone who already knows the basics of how to work in a professional office.

·       You are extremely organized and genuinely enjoy creating order.

·       You take initiative rather than waiting to be told every next step.

·       You naturally ask, “What needs to happen next?”

·       You notice when something has not been followed up on and take action.

·       You think ahead: if we are doing something today, what will we need for the next step tomorrow?

·       You do not wait until a deadline to discover that something is missing.

·       You enjoy problem-solving and will look for an answer before immediately escalating a question.

·       You can follow established processes while also recognizing when something does not make sense.

·       You think about the overall process, not just the individual task in front of you.

·       You can prioritize when several things need attention at once.

·       You keep calendars and task lists accurately and actually use them.

·       You take ownership of assignments and follow them through to completion.

·       You are highly detail-oriented and proofread your work before considering it complete.

·       You are comfortable figuring out routine problems independently.

·       When you do not know something, you first check available resources and then ask a thoughtful question when guidance is genuinely needed.

·       You are comfortable communicating professionally with clients, courts, doctors' offices, financial institutions, and other professionals.

·       You are compassionate and patient with older adults, individuals with disabilities, and families dealing with difficult or sensitive circumstances.

·       You can remain calm and organized when the office is busy.

·       You are dependable, punctual, and consistent.

·       You can accept feedback, take ownership of mistakes, learn from them, and adjust quickly.

·       You enjoy being part of a collaborative team but do not require constant supervision to remain productive.

·       You understand that completing a task includes documenting it, communicating as necessary, and identifying the next step.

Initiative, organization, critical thinking, problem-solving, attention to detail, and ownership are extremely important to us and will be discussed during the interview process.

Qualifications

·       Minimum 2 years of administrative experience in a professional office environment required.

·       Law firm experience is helpful but not required. Strong administrative fundamentals, organization, initiative, professional communication skills, and the ability to learn are more important to us than prior legal experience.

·       Excellent written and verbal communication skills.

·       Strong organizational and time-management skills.

·       Proficiency with Microsoft Office and standard professional office technology.

·       Ability to independently handle basic professional office tasks, including business correspondence, mailings, calendaring, electronic file organization, document scanning/saving, and professional email and telephone communication.

·       Comfortable learning case-management and other office technology.

·       Ability to handle confidential and sensitive information professionally.

·       Valid driver's license and reliable transportation for occasional local work-related travel.

·       Virginia Notary Public preferred; the firm will pay for the successful candidate to become a notary if needed.

·       Professional references are required. Employment history and references will be verified as part of the hiring process.

Schedule

Full-time, Monday through Friday

In person — Fredericksburg, Virginia

This is an in-office position. Because this person will play an important role in client communication and the day-to-day operation of our Fredericksburg office, regular in-person attendance is essential.

Compensation & Benefits

· $18–$21 per hour, depending on experience, qualifications, and demonstrated ability to work independently.

·       Paid time off

·       Paid holidays

·       Health insurance stipend

·       Mileage reimbursement for work-related travel

·       Firm-paid Virginia Notary commission, if needed

·       Training and professional development

·       Opportunities for increased responsibility as the firm grows

·       Future opportunities for expanded benefits as the firm continues to grow

Why Monteleon Law?

We help individuals and families navigate estate planning, elder law, guardianship, estate and trust administration, and other important life transitions. Our work is personal, and we care deeply about providing our clients with compassionate, professional, and responsive service.

We are also a growing small firm, which means every member of the team matters. We value people who take ownership of their work, think critically, communicate with one another, and look for ways to keep things moving.

We provide training, processes, resources, and support. In return, we are looking for someone who wants to learn those systems, become confident in their role, and eventually be able to see something that needs to be handled and say:

“I've got it.”

To Apply

Please submit:

·       Your resume.

·       A cover letter introducing yourself, explaining why you are interested in the position, and why you believe you would be a good fit for a role requiring significant organization, initiative, and independent follow-through.

·       Your availability.

·       Your desired hourly compensation.

·       At least three professional references, including name, relationship to you, telephone number, and email address.

References will be contacted and prior employment may be verified as part of our hiring process. Candidates selected to move forward may also be asked to complete a brief administrative skills exercise designed around the day-to-day responsibilities of the position.