Client Services Coordinator

Job Description

Job Description

The Client Services Coordinator is responsible for coordinating and executing the firm’s client intake, scheduling, pipeline management, and client workflow processes from initial contact through signing and ongoing maintenance. This role supports a high-quality client experience through timely communication, accurate CRM management, calendar coordination, and the execution of operational workflows.

The CSC works closely with attorneys, the Operations Director and Lead Intake Advisor to ensure client matters progress efficiently, appointments are properly coordinated, and administrative processes are completed accurately and on time. Success in this role requires professionalism, responsiveness, organization, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

ESSENTIAL DUTIES:

•             Handle incoming client inquiries via phone and email.

•             Follow up persistently with prospective clients

•             Maintain accurate Prospect database and document detailed notes in CRM.

•             Manage and oversee the administrative execution of the Client Pipeline Workflow from intake through signing.

•             Process CRM tasks and update CRM with contact changes and documentation.

•             Prepare updates and attend weekly staff meetings.

•             Coordinate and manage attorney calendars.

•             Schedule sessions, signing meetings, and annual maintenance meetings.

•             Review calendar daily to ensure preparation and workflow alignment.

•             Prepare for meetings and organize meeting rooms and materials for client appointments.

•             Print and assemble client documents for signing ceremonies.

•             Prepare and send client communication packets.

•             Provide administrative correspondence support to attorneys.

Proficiency using MS Office Suite, prior CRM experience