Client Relations Coordinator - Legal Intake

Job Description

Job Description

Help Families Feel Cared for From Their Very First Call

At Willow Legal Group, we believe estate planning is one of the greatest gifts someone can give the people they love. Our mission is to help families leave a legacy—not a mess—and every client relationship begins with one important person: You.

As our Intake Specialist, you are much more than the person who answers the phone. You are often the first voice a family hears when they are facing one of life's biggest decisions. Whether someone is planning for young children, helping an aging parent, or navigating the loss of a loved one, you'll help them feel welcomed, understood, and confident that they've found the right place.

If you're the kind of person who naturally builds trust, enjoys helping people, loves staying organized, and finds satisfaction in creating exceptional experiences, we'd love to meet you.

$25 - $27 hourly

What You'll Do

Every day is a little different, but your responsibilities will include:

Be the welcoming first impression.

• Answer incoming calls with warmth and professionalism.
• Listen carefully to prospective clients and learn what brings them to our firm.
• Gather important information while helping callers feel seen and heard.
• Help determine whether we're the right fit for their needs.
• Direct callers to appropriate resources when we're not.

Guide prospective clients.

• Follow up with potential clients who have inquired about our services.
• Schedule consultations with our attorneys.
• Confirm appointments and answer questions about our process.
• Keep communication timely, organized, and personal.

Support exceptional client experiences.

• Prepare consultation materials and engagement agreements.
• Enter accurate information into our CRM and case management system.
• Request missing documents and information from clients.
• Help onboard new clients after they hire the firm.
• Keep attorney consultation calendars organized and up to date.

We're Looking For Someone Who Has

• At least 2 years of customer service, client care, hospitality, healthcare, banking, education, sales support, or similar relationship-focused experience.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Confidence in learning new technology.
• Experience using Microsoft Office and cloud-based software.
• Professional phone etiquette.
• The ability to manage multiple priorities without losing track of details.

Legal experience is welcome but not required. We'll teach you the legal side. We can't teach genuine kindness, curiosity, and the desire to help people.

You'll Thrive Here If You...

• Love talking to people.
• Naturally build relationships.
• Take ownership of your work.
• You follow through without being reminded.
• Enjoy checklists and staying organized.
• Can switch between tasks without becoming overwhelmed.
• Are comfortable following up with people.
• Believe every interaction matters.

You Probably Won't Enjoy This Role If...

• You dislike talking on the phone.
• You prefer working all day independently.
• Following up with people feels uncomfortable.
• Details frequently slip through the cracks.
• You wait to be told what to do next.

We're a growing estate planning and elder law firm serving families throughout Maryland. We believe legal planning doesn't have to feel cold or intimidating. Clients deserve compassion, clear communication, and an experience that makes them feel cared for every step of the way.

Why Join Willow Legal Group?

We're building more than a law firm—we're building a place where talented people can do meaningful work alongside teammates who genuinely care about one another.

You'll have the opportunity to:

• Make a real difference in families' lives.
• Work alongside a supportive, collaborative team.
• Grow professionally as our firm grows.
• Help shape an exceptional client experience.
• Be trusted to take ownership of your work.