Client Services Coordinator

This is a hybrid position in Chicago, IL. This role requires in-office presence for specific responsibilities. The number of in-office days will vary week to week based on signing volume and document readiness, typically ranging from 2-3 days per week. We are looking for a Client Services Coordinator who is wired for precision - someone who catches what others miss, follows through without being asked, and takes real ownership of the work in front of them. If you are the kind of person who gets genuine satisfaction from a clean file, a met deadline, and a client who never had to wonder what was happening, this role was built for you. This is your opportunity to become the central nervous system of client experience, ensuring every client feels valued, informed, and expertly guided from their initial engagement through the completion of their planning. You'll be the architect of smooth transitions, the guardian of our systems, and the friendly voice that keeps client relationships strong. Your work will directly free up Client Services Director to deepen client relationships, allowing our firm to serve even more families with the exceptional care they deserve. This role directly frees our legal team to do legal work. That is what makes it high-impact. Compensation: $45,000 - $55,000 yearly (plus generous PTO package and monthly wellness stipend) Responsibilities: Responsibilities: Orchestrating Client Onboarding: Ensuring every new client experiences a seamless, welcoming, and organized transition into our firm's process. Managing Client Journey Milestones: Proactively guiding clients through each step of their estate planning, from document signing to funding, ensuring timely completion. Systemizing Client Communications: Developing and maintaining consistent, clear communication pathways so clients are always informed and never feel lost. Elevating Client Experience: Identifying opportunities to delight clients and enhance their overall satisfaction, contributing to our 5-star reputation. Maintaining Data Integrity: Ensuring all client information and case progress is accurately recorded and accessible within our CRM and case management systems. Supporting Post-Engagement Care: Coordinating annual reviews, plan updates, and other ongoing client needs to foster long-term relationships. Streamlining Internal Workflows: Collaborating with the CSD to refine and document processes, making our operations more efficient and scalable. Manage the scheduling and preparation for client meetings (signing ceremonies, funding meetings, review meetings). Qualifications: Who This Is For You are a natural project manager who loves to see things through from start to finish, with an uncanny ability to juggle multiple moving parts without dropping a single one. You possess an innate desire to serve, finding genuine satisfaction in making someone else's complex process feel simple and stress-free. You are meticulously organized, with an eye for detail that ensures nothing is overlooked, from a misplaced comma to a missed deadline. You are proactive and self-directed, always looking for ways to improve systems and anticipate needs before they arise, rather than waiting for instructions. Who This Is NOT For You are a warm, empathetic communicator, capable of building rapport and trust with clients through both written and verbal interactions. This role is not for someone who prefers to be told exactly what to do every step of the way; we need a self-starter who takes initiative. This is not for someone who is uncomfortable with technology or unwilling to master new software and systems quickly. This is not for someone who sees client service as a series of tasks rather than an opportunity to build meaningful relationships and provide peace of mind. Responsibilities: Orchestrating Client Onboarding: Ensuring every new client experiences a seamless, welcoming, and organized transition into our firm's process. Managing Client Journey Milestones: Proactively guiding clients through each step of their estate planning, from document signing to funding, ensuring timely completion. Systemizing Client Communications: Developing and maintaining consistent, clear communication pathways so clients are always informed and never feel lost. Elevating Client Experience: Identifying opportunities to delight clients and enhance their overall satisfaction, contributing to our 5-star reputation. Maintaining Data Integrity: Ensuring all client information and case progress is accurately recorded and accessible within our CRM and case management systems. Supporting Post-Engagement Care: Coordinating annual reviews, plan updates, and other ongoing client needs to foster long-term relationships. Streamlining Internal Workflows: Collaborating with the CSD to refine and document processes, making our operations more efficient and scalable. Manage the scheduling and preparation for client meetings (signing ceremonies, funding meetings, review meetings). Compensation: $45,000-$55,000 per year #J-18808-Ljbffr