Concierge-Case Administrator

Job Description

Job Description

Administrative Assistant -Client Services

Location: Lafayette, California
Pay Range: $20-$24 DOE
Work Schedule: Approximately 18 hours per week Monday, Wednesday & Friday

Employment Type: Part Time, Onsite, Temp to Hire

We are actively seeking a  Concierge Case Administrator to join a professional fiduciary services firm supporting individuals and families with trusts, estates, elder care, and related matters. As an important first point of contact, you will provide attentive service to prospective clients and professional referral partners while keeping essential administrative and case information organized. This opportunity is well suited to someone who communicates confidently, handles sensitive details thoughtfully, and enjoys contributing across client service, scheduling, data management, and case support. 

Reasons to Join This Team

• Make a meaningful contribution by helping clients and referral partners navigate important, often complex matters.
• Work closely with experienced professionals and gain exposure to fiduciary services, trusts, estates, accounting, and case administration.
• Build a varied skill set through responsibilities spanning client communication, calendar coordination, database management, and document organization.
• Grow your responsibilities as your capabilities develop and the firm’s business needs evolve.
• Join a collaborative office where accuracy, thoughtful service, and professional follow-through are highly valued. 

What You’ll Be Responsible For

• Create an attentive and professional first impression for prospective clients and referral partners who contact the office.
• Ask focused questions to understand each inquiry, gather the appropriate information, and communicate next steps to firm leadership.
• Monitor phone messages and website inquiries daily, providing timely follow-up and helping coordinate appointments.
• Maintain complete, current, and accurate contact information within the firm’s contact management system.
• Coordinate calendars for fiduciary professionals and firm leadership, including preparation and follow-up for initial consultations.
• Organize active case files and complete assigned case-related administrative projects with precision and discretion.
• Receive and sort incoming mail, identifying correspondence and action items requiring prompt attention.
• Enter routine banking information, complete monthly reconciliations for designated cases, and flag outstanding tasks for review.
• Support the scanning and organization of closed case records according to established office procedures.
• Conduct research as needed and proactively identify areas where additional knowledge or training could strengthen your contribution. 

To Be Successful in This Role, You’ll Bring

• A bachelor’s degree is preferred; an associate degree (required)combined with relevant office experience will also be considered.
• Minimum of 1+years of administrative experience
• Previous experience or a demonstrated interest in estates, trusts, elder care, nonprofit organizations, fiduciary services, or a related field.
• Intermediate or stronger proficiency with Microsoft Outlook, Word, and Excel.
• Familiarity with WordPerfect, WordPress, Adobe InDesign, PowerPoint, or similar business software is desirable.
• Polished verbal and written communication skills, paired with a responsive and service-focused approach.
• Strong organizational ability, sound judgment, and close attention to detail.
• An interest in developing additional knowledge in areas such as accounting, database systems, software tools, or fiduciary services.
• A valid driver’s license, clean driving record, and current automobile insurance.
• The ability to successfully complete required background and reference checks. 

This position is based in the office in the East Bay, with occasional work at community marketing events or client residences. The role may provide an opportunity for expanded hours as business needs and the successful candidate’s skills develop, without guaranteeing an increase in hours or a change in employment status. 

Bring Your Organization and Client-Service Skills to a Meaningful Role

Start by applying, or email  aileen @go2dynamic.com with any questions to learn more!

Dynamic’s benefits and leave programs for Temporary and Temp to Hire Associates are provided in our employee handbook and are reviewed during onboarding and follow state, local, and federal laws. Eligibility and accrual rates may vary based on work location and employment status.

Dynamic provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.