Job Title: Client Support Specialist

 

About the Company:

Our client is a forward-thinking law firm dedicated to providing top-tier legal services in estate planning, estate administration, and estate litigation. They are committed to innovation, excellence, and client-centered solutions.

 

Job Description:

Are you a natural people person with an eye for detail? Do you enjoy being the go-to resource for both clients and team members? As our Client Support Specialist, you'll be the first voice clients hear. You'll also play a key behind-the-scenes role in ensuring client files are accurate, briefs are properly formatted, and critical intake information is captured and conveyed clearly to the legal team. This role blends elements of reception, legal assistant work, and client care into one meaningful position.

 

Responsibilities:

• Front Desk & Client Care - Answer phones warmly and professionally, directing calls appropriately.

• Front Desk & Client Care - Schedule and confirm client appointments.

• Legal Administrative Support - Assist with proofreading, formatting, and adjusting legal documents and briefs.

• Legal Administrative Support - Prepare file materials for client meetings.

• Legal Administrative Support - Open and maintain digital case files.

• Legal Administrative Support - Organize and review incoming documents.

• Legal Administrative Support - Email preservation and Litigation Timelines creation.

• Client Intake & Case Management - Gather comprehensive intake information from new clients, ensuring accuracy and completeness.

• Client Intake & Case Management - Log client data into our CRM (Lawmatics, Clio) and update records as cases progress.

• Client Intake & Case Management - Support conflict check process and KYC procedures.

• Client Intake & Case Management - Assist with follow-ups after a client has retained services to ensure clients return key forms, signatures, or outstanding details.

• Communication & Coordination - Communicate with clients via phone and email with clarity, empathy, and professionalism.

• Communication & Coordination - Provide timely updates to clients and relay important messages to the legal team.

• Communication & Coordination - Liaise with referral sources, vendors, and delivery partners as needed.

 

Required Experience and Qualifications:

• +1 year of experience in a receptionist, legal assistant, or client-facing administrative role.

• Excellent verbal and written communication skills.

• Strong attention to detail and proofreading skills.

• Tech-savvy with the ability to learn and navigate CRMs and case management systems (e.g., Clio, Lawmatics).

• Empathetic, patient, and comfortable working with individuals in stressful or emotional situations.

• Organized and able to manage multiple responsibilities at once.

• Previous experience in an estate law firm.

 

Preferred Skills:

• Familiarity with estate law, client intake, or legal document formatting.

• Bachelor’s degree.

 

Personality:

• High emotional intelligence and professionalism.

• Strong follow-through and personal accountability.

• Positive, team-oriented mindset.

• Commitment to exceptional client service.

 

Software & Tools:

• Experience with Clio and Lawmatics CRM systems.

 

English Level:

C2

 

Schedule:

9 - 5 EST - Fixed - with Lunch break

 

Salary and Benefits:

Payment in USD or Local Currency according to candidate's preference.