Job description

Thriving Estate Planning Law Firm in Paramus, New Jersey seeks a Client Services Coordinator/Legal Assistant with a heavy emphasis on client relationships and legal case management. This position requires a leadership mentality that demonstrates competency at the highest level while acting independently under general direction.

Our next Estate Planning Client Services Coordinator/Legal Assistant will ensure all attorney relationships are maintained with clients from intake through the conclusion of the client file within a detailed, systematized, automated process. You bring this expertise and are ready to hit the ground running! Attention to detail is your middle name, and you have a proven track record of consistent follow-up to close deals in your previous roles.

The Client Services Coordinator has demonstrated pride and ownership in persistent and structured client follow-up that includes reporting, tracking, and managing attorneys' hectic schedules. Excellent communication skills and a passion for details are a must-have to support this thriving & busy firm. Additionally, you can effectively manage multiple priorities in a deadline-driven environment.

Our responsibility to you is to provide and maintain an empowering work environment that encourages your personal and professional growth. We are committed to extending the same thoughtfulness, positive awareness, and integrity to our incredible law firm family as we do to our amazing clients. There's nothing we can't work out together as a team!

This position is the driving force behind the ENTIRE practice, ensuring everyone is on board and set up for success each and every day. If you are a SUPERSTAR looking to take on a leadership role in which you are responsible for holding the team accountable to the overall law firm goals, APPLY TODAY!

The Estate Planning and Probate Client Services Coordinator/Legal Assistant position will fully support the firm in estate planning and probate matters. In addition, you are a primary source of contact for clients in all administrative, business, and client care matters. The ideal Client Services Coordinator can work under pressure, is detail-oriented, has high follow-through, has strong written and verbal communication, and has demonstrated strong analytical, administrative, and organizational skills. In addition, you must be highly self-motivated and easily balance multiple priorities.

The Client Services Coordinator must have the ability to work independently under general direction but enjoys effective collaboration to thrive in a team environment. You are comfortable working in a (nearly) paperless office. Technology is your friend! Self-driven competence and a genuine sense of empathy that reflects warmth, compassion, and integrity make you an ideal candidate to join our law firm family!

Client Services Coordinator's Essential Duties and Responsibilities:

• Open, review, and scan mail daily.
• Manage firm calendar, including time blocking for work production and client networking appointment scheduling.
• Responsible for all client intake, handling all calls confidently and professionally, scheduling appointments, and following up.
• Managing a client sales pipeline, generating leads and referrals, and maintaining long-term client relationships.
• Did we mention follow-up? Follow-up, follow-up, follow-up! Nothing falls between the cracks!
• Preparing and proofreading legal documents and ensuring files are complete for client signing meetings without error.
• Coordinate, schedule, calendar, and set reminders for meetings and conference calls involving multiple parties.
• Open new client files, handle retainer and payment processing, monitor all client matters, tasking team members, and follow up to ensure deadline-driven task completion.
• Client Relationship Management, updating, and reporting on client files with precision and attention to detail.
• Leadership experience, troubleshooting, problem-solving, and owning your position.
• Oversee office supply budget, monitor inventory, and control expenses.
• You welcome all visitors and clients to the firm with warm hospitality, making coffee, taking coats, and light housekeeping. Everyone pitches in - no job is too small!

Knowledge, Skills, and Abilities:

• Excellent written and verbal communication skills.
• Proficient in cloud-based CRM platforms.
• ElderCounsel and WealthCounsel experience is not required but is ideal.
• Forward-looking thinker and problem solver with a self-driven business-focused mindset.
• Desire to go above and beyond for all essential and required tasks.
• Proven ability to multi-task, follow up, and effectively prioritize with little to no direction.
• Must be comfortable with technology (PC/MAC/fax/printer/etc.)
• Expert proficiency with Excel, Word, Powerpoint, Adobe, Outlook, and cloud-based document storage.
• Light bookkeeping experience is helpful with invoicing and expense tracking in QuickBooks.
• Commitment to being a team player and contributing positively to the firm culture while supporting its mission.

We know that making career moves in the legal space can be tricky. Therefore, you can be confident that we do everything in our power to maintain the strictest confidentiality throughout the entire screening process.

The compensation and bonus structure are negotiable and commensurate with experience.

Job Type: Full-time

Pay: From $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off
• Retirement plan

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Paramus, NJ 07652: Reliably commute or planning to relocate before starting work (Required)

Experience:

• legal office: 3 years (Preferred)

Work Location: One location

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