Intake and Client Services Coordinator

Job Description

Job Description

Make Every First Impression Count.

Intake & Client Services Coordinator

Newport, Rhode Island | Full-Time | In-Office | Starting at $50,000 Annually

Are you a natural people person who takes pride in professionalism, organization, and making others feel welcome? Do you enjoy helping people feel comfortable discussing important personal and family matters? This could be the opportunity you've been looking for.

An established Rhode Island estate planning law firm is seeking a personable, articulate, and highly organized Intake & Client Services Coordinator to serve as a welcoming first point of contact for prospective and existing clients. In this role, you'll help individuals and families take important steps toward protecting their assets, planning for the future, and providing for the people they care about.

You'll play an important part in creating a positive client experience from the very first interaction. Whether someone is exploring estate planning for the first time or an existing client needs assistance, you'll ensure inquiries are handled thoughtfully, information is captured accurately, and follow-up is completed with care and professionalism.

This is an excellent opportunity for someone who enjoys working with people, communicates confidently, and understands the importance of discretion when handling personal and family matters. You'll join a collaborative team that values professional competence, mutual respect, accountability, and a supportive workplace where people treat one another with consideration.

The opportunity: Earn a starting salary of $50,000, with the potential for a higher offer based on your experience and qualifications, while building your career in a professional, team-oriented legal environment.

What You'll Do

As the first point of contact for many clients, you'll help establish the trust and confidence that are essential to an estate planning practice. Your responsibilities will include:

• Create a welcoming first impression. Answer phone calls, respond to emails, greet visitors, and communicate with prospective and existing clients in a polished, courteous, and professional manner.
• Manage incoming inquiries. Gather preliminary information from individuals interested in estate planning services, listen carefully to their needs, document relevant details, and direct inquiries to the appropriate attorney or team member.
• Coordinate consultations and follow-ups. Schedule estate planning consultations and client appointments, communicate confirmations and reminders, and help ensure prospective clients receive timely responses.
• Help clients navigate the process. Provide general administrative information about the firm's intake procedures and next steps, helping clients feel informed and comfortable without offering legal advice.
• Keep information organized and accurate. Maintain client contact information, intake records, calendars, correspondence, and other documents in the firm's systems.
• Support an exceptional client experience. Recognize that estate planning can involve sensitive personal, financial, and family matters. Communicate with empathy, maintain appropriate professional boundaries, and protect confidential information.
• Collaborate with the team. Work closely with attorneys and administrative colleagues to keep daily operations organized and ensure client communications and follow-up tasks move forward smoothly.
• Take ownership of your work. Track outstanding tasks, follow through on commitments, address routine issues thoughtfully, and make sure responsibilities are completed.
• Maintain professional standards. Exercise sound judgment, demonstrate discretion, and contribute to a respectful, organized, and productive office environment.

What We're Looking For

We're looking for someone who combines strong communication skills with sound judgment, a professional presence, and a genuine ability to connect with people.

Our ideal candidate will demonstrate:

• Exceptional communication skills: Clear, concise, articulate spoken and written English, with a strong vocabulary and the ability to communicate information confidently and thoughtfully.
• A polished, professional presence: Appropriate business attire, a courteous manner, and an understanding of how professionalism influences client confidence.
• Strong interpersonal skills: The ability to build rapport, listen attentively, remain composed, and interact comfortably with people from a variety of backgrounds and life circumstances.
• Empathy and discretion: The ability to approach personal and family matters with sensitivity, respect client privacy, and handle confidential information responsibly.
• Practical intelligence and good judgment: The ability to understand instructions, recognize priorities, solve everyday problems, and know when to ask for guidance.
• Excellent organization and attention to detail: Accurate data entry, dependable scheduling, careful documentation, and consistent follow-through.
• Accountability and initiative: A willingness to take responsibility for assigned tasks, see them through to completion, and communicate proactively when something needs attention.
• A collaborative mindset: The ability to work cooperatively, respect colleagues, accept feedback, and contribute positively to the team.
• Technology proficiency: Comfort using email, calendars, word processing, and computer systems, with the ability to learn new software and internal procedures.

Previous experience in client services, reception, administrative support, intake, or a law firm is helpful but not required. Experience in estate planning, financial services, or another client-facing professional services environment is a plus, but candidates with transferable experience and the right communication skills, judgment, and professional attitude are encouraged to apply.

Location requirement: Candidates must live within a reasonable commuting distance of Newport, Rhode Island, with a commute of 30 minutes or less preferred and a maximum target of approximately 45 minutes.

Our Core Values

Our workplace is built around a few straightforward principles. We believe that how we work together matters just as much as the work itself.

1. Professional Competence, Appearance & Attitude
2. Teamwork
3. Ownership & Accountability
4. Mutual Respect
5. A Professional, Focused Workplace

Compensation & Benefits

The firm offers a competitive benefits package designed to support employees' health, financial security, and time away from work.

Salary

• Starting salary of $50,000 annually, with the potential for a higher offer depending on experience, qualifications, and demonstrated capabilities.
• Full-time employment with a consistent weekday schedule.

Medical Insurance

• Eligibility to enroll in the firm's group medical insurance plan immediately upon hire.
• Coverage options include employee-only, employee-and-spouse, or family plans.
• The firm contributes toward the cost of medical premiums, with the employee paying the remaining amount through payroll deductions.

Life Insurance

• Employer-paid basic group term life insurance after 90 days of employment.
• The policy generally provides a death benefit equal to one times the employee's annual salary, subject to the policy terms.

Additional Insurance Options

Employees may have access to employer-sponsored insurance options, including:

• Dental insurance
• Personal accident indemnity insurance
• Personal cancer indemnity insurance
• Personal disability income protection

Availability, enrollment requirements, premiums, and coverage are subject to the applicable plan documents.

Retirement Savings

• Access to the firm's SIMPLE 401(k) retirement savings plan through the American Bar Association Members Retirement Plan, sponsored by ABA Retirement Funds.
• An opportunity to build long-term retirement savings with potential tax advantages, subject to plan eligibility and terms.

Paid Time Off (PTO)

The firm combines vacation, personal leave, and sick time into one PTO bank, offering flexibility in how employees use their accrued time. PTO begins accruing on the employee's hire date, is prorated as applicable, and generally becomes available for use after successful completion of the 90-day introductory period. Accrual and usage are governed by the firm's policies.

Schedule & Work Environment

• Location: Newport, Rhode Island
• Work arrangement: Fully in-office
• Schedule: Monday through Friday, 8:30 a.m.–5:00 p.m.
• Lunch: One-hour lunch period
• Employment type: Full-time

The firm offers a relaxed, mutually respectful atmosphere while maintaining high standards for professional conduct and client service. Employees are expected to be dependable, collaborative, and accountable, and the firm strives to be flexible with employee requests whenever business needs permit.

New team members receive guidance on internal systems, software, and procedures to help them become comfortable in the role.

Why This Opportunity Stands Out

Estate planning is about more than documents and legal formalities. It's about helping individuals and families prepare for the future, protect what matters to them, and make important decisions with greater confidence.

As the Intake & Client Services Coordinator, you'll help make that process more welcoming and approachable. Your professionalism, organization, and ability to connect with people will help clients feel comfortable reaching out to the firm during important moments in their lives.

If you're articulate, personable, organized, and proud of the quality of your work—and you're looking for a workplace where professionalism and mutual respect go hand in hand—we'd love to hear from you.

Ready to make a great first impression? We'd welcome the opportunity to learn more about you.

We understand that exploring a new career opportunity is a personal decision. You can trust that all employment inquiries are kept strictly confidential.