Client Services Coordinator & Operations Specialist

Job Description

Job Description

Job Title: Client Services Coordinator & Operations Specialist

Company: Ravenell Law, LLC

Location: Elkins Park PA

Compensation Range: Between $31,000 to $36,500

Would you enjoy connecting with families, entrepreneurs, other individuals, and couples to help them protect against the worst that can happen tomorrow so that they can be at their best today?

Job Summary:

The Client Services Coordinator & Operations Specialist at Ravenell Law, LLC, serves as a vital link between clients, the legal team, and operational processes. This position requires a proactive, organized individual capable of managing multiple tasks simultaneously while maintaining a high level of client service.

The ideal candidate will be responsible for managing client communications, organizing case files, and assisting in administrative duties to ensure smooth operations. This role involves learning the fundamentals of estate planning, engaging with clients, and coordinating with legal professionals to ensure cases progress smoothly. The individual will play a key part in enhancing the firm's efficiency and client satisfaction.

Key Responsibilities:

1. Client Engagement and Case Management:

- Serve as the primary point of contact for clients, handling phone calls, emails, and scheduling appointments.

- Learn the basics of estate planning and administration to effectively communicate with clients.

- Conduct preliminary assessment of client needs, listen to client concerns, and determine if the firm can meet their needs.

- Manage client information using Lawmatics and Asana, ensuring accurate and timely data entry.

- Facilitate communication with contract attorneys and the managing partner to advance case progress.

- Ensuring timely progression and resolution of cases.

2. Operational Coordination:

- Maintain and manage a dual list of tasks: onboarding new clients and acting as a liaison to retained clients.

- Use tools such as Wealth Counsel, Lawmatics, Asana, Dropbox, and Leap for case management and data organization.

- Organize and file documents digitally and physically, ensuring accessibility and order.

- Collaborate with notaries and coordinate document execution and consultation times.

3. Process Improvement and Reporting:

- Participate in regular meetings with management to discuss case progress and identify areas for process improvement.

- Support the firm’s growth by identifying inefficiencies and suggesting organizational enhancements.

- Generate reports on client engagement and case status for management review.

4. Training and Development:

- Complete training in Lawmatics, Asana, Decision Vault, and other relevant software.

- Utilize provided scripts and training materials to enhance client interactions and data management skills.

- Engage in ongoing learning to stay informed about estate planning and legal procedures.

Qualifications:

- Familiarity with estate planning and legal documentation processes preferred but not required.

- Experience with client communication and coordination in a legal setting, preferred but not required.

- Proficiency in using legal management software and tool, preferred but not required.

- Ability to work independently and take initiative to ensure tasks are completed efficiently.

- Strong organizational skills with a keen eye for detail.

- Excellent communication abilities in English; proficiency in Korean is a plus.

- A collaborative team player with a commitment to providing exceptional client service.

Preferred Skills:

- Understanding of deeds and estate planning legalities.

- Experience with data entry and managing client databases.

- Ability to manage multiple tasks and prioritize effectively.

Additional Information:

This role is designed for someone who is detail-oriented, has excellent interpersonal skills, and can manage complex workflows. As the firm grows, the responsibilities may expand, offering opportunities for professional development and specialization within the legal operations domain. Will need someone with a car capable of making runs to the Post office and capable of preparing packages to be sent to clients and other staff members working off site.

How to Apply:

Interested candidates should submit their resume and a cover letter detailing their relevant experience and why they are a good fit for this role to [email protected].

Join Ravenell Law, LLC, and be part of a team dedicated to delivering top-notch legal services and building lasting relationships with our clients.