Legal Operations & Client Coordinator

Jabbour Law is a boutique estate planning and business law firm seeking a highly organized, proactive Legal Operations & Client Coordinator to serve as the operational backbone of the practice. This is a client-facing, tech-forward role that requires someone who takes ownership, follows through without reminders, and thrives in a fast-paced small-firm environment. You will work directly with Attorney Anthony Jabbour across client relations, firm operations, document management, and marketing. Core Responsibilities (1) Client Relations & Intake Answer incoming calls promptly; conduct professional client intake and schedule consultations Return missed calls daily and send appointment reminders for the following day Maintain detailed and accurate client notes in HubSpot (CRM) for all calls, emails, voicemails, and meetings Manage contacts and company records in HubSpot; update lead statuses and ensure all open cases always have an active follow-up task (2) Document Management & Preparation Draft, send, and track engagement agreements through PandaDoc Send payment invoices to clients Scan, rename, and organize physical and digital documents Maintain encrypted client folders; share documents securely with clients (3) Scheduling & Calendar Management Manage Attorney Jabbour’s Outlook calendar; schedule in-person, phone, and Zoom consultations and signings Send initial questionnaires, design guides, and post-signing follow-up materials at the appropriate workflow stages (4) Google Leads & Business Development Monitor and process Google Leads daily; update notes, archive unqualified leads, and mark booked appointments Respond to Google reviews and manage the firm’s Google Business Profile with regular photos, videos, and updates Create thumbnails for blog posts using Canva (5) Office Operations Manage and order office supplies within a set budget Document and implement office procedures and systems as needed Requirements Bachelor’s degree or equivalent experience required 1–2 years of experience in an administrative, legal, or client-facing role preferred Proficiency in Microsoft Office Suite and Adobe Acrobat; comfort learning new platforms quickly Experience with HubSpot, PandaDoc, Tresorit, Zoom, or Canva is a strong plus Excellent written and verbal communication skills with high attention to detail Strong organizational and time-management skills with the ability to prioritize independently Self-starter mentality — you take initiative, follow through without reminders, and proactively flag issues Commitment to maintaining strict client confidentiality and professionalism at all times is a condition of employment. Employee will be required to execute a separate confidentiality and non-disclosure agreement. Comfortable wearing many hats in a fast-paced, small-firm environment Compensation Package Base Salary: $38,000 – $40,000 per year (commensurate with experience) Performance Bonus Structure: In addition to base salary, this role is eligible to participate in a discretionary performance-based bonus program with a total annual bonus potential of up to $5,500. All bonuses are subject to modification, suspension, or discontinuation by Jabbour Law at any time in its sole discretion. Note: Benefits are not included with this position. Bonuses are paid annually. To be eligible for any bonus payment, the employee must be actively employed by Jabbour Law on the date the bonus is paid. No prorated bonuses will be paid upon separation of employment. Probationary Period All new hires are subject to a 90-day introductory period. During this time, performance benchmarks will be established and reviewed at the 30-, 60-, and 90-day marks. Continued employment beyond 90 days is contingent upon meeting those benchmarks. This period also allows the employee to evaluate whether the role is the right fit. Employment with Jabbour Law is at-will at all times, meaning either party may terminate the employment relationship at any time, with or without cause or notice, both during and after this introductory period. Successful completion of the introductory period does not guarantee continued employment or alter the at-will nature of the relationship. #J-18808-Ljbffr Jabbour Law