Attorney Operations Coordinator

Estate Guru•Provo, UT

5d•Hybrid

About The Position

This is a hands-on, execution-focused role that keeps the attorney network running day to day. You will move attorneys through onboarding, keep contracts and coverage tracked, run scheduled communication, and maintain clean data across our tools. You will work directly under the Director of Attorney Operations, executing the workflows and follow-up that keep attorneys, advisors, and clients moving without friction. This role is a fit for someone who is organized, proactive, and reliable at managing many parallel tasks. Strategy and program design sit above this role. Your focus is getting the work done accurately and on time.

Requirements

1 to 3 years in operations, coordination, administration, or account or relationship support.
Highly organized and detail-oriented, with strong follow-through across many parallel tasks.
Comfortable working in CRM or community-management tools and quick to learn new platforms.
Clear, professional written and verbal communication.
Reliable working independently in a remote, deadline-driven environment.
Bachelor's degree or equivalent experience.

Nice To Haves

Exposure to a legal, professional services, or network or marketplace model.
Experience with onboarding workflows, contract tracking, or high-volume data entry.
Familiarity with HubSpot or a comparable CRM.

Responsibilities

Move each attorney through onboarding step by step: agreement and NDA signing, platform setup, payment setup coordination, profile and document uploads, and training scheduling.
Keep the onboarding dashboard current so every attorney's status is accurate at a glance.
Schedule live review and approval sessions and confirm practice-client steps are completed.
Flag stalled steps and route them to the right internal owner for resolution.
Maintain the attorney agreement tracker: who signed what, which version, effective dates, and renewals.
Keep the state coverage map current and flag geographic gaps for recruitment.
Update attorney records as status changes (active, paused, offboarding).
Match incoming client referrals to the right attorney based on state licensing, service coverage, and capacity.
Execute the hand-off: confirm the attorney accepts, transfer client details, and log the assignment.
Track each referral through to attorney acceptance and follow up on anything that stalls.
Keep referral routing data accurate as attorney coverage and availability change.
Execute outreach sequences built with marketing: send, log, and follow up on a schedule.
Maintain prospective-attorney lists and keep CRM records clean and current.
Schedule intro calls and meetings and prepare the materials needed for each.
Keep the recruitment pipeline accurate and up to date in the CRM.
Serve as the day-to-day point of contact for routine attorney questions and requests.
Execute reassignment steps when an attorney goes dark: termination letters, re-signing workflow, and record updates.
Log issues, route them to the right owner, and follow up until they close.
Produce and send newsletters, updates, and event invitations on schedule.
Coordinate the logistics for webinars and virtual events: scheduling, reminders, and follow-up.
Keep attorney contact and preference data accurate.
Pull recruitment, onboarding, and retention numbers on a weekly and monthly cadence.
Keep trackers and dashboards accurate and reliable.
Surface anomalies and blockers to the Director of Attorney Operations early.
Coordinate with marketing, product, and operations to keep workflows moving.
Track open items across teams and follow up so tasks do not fall through.
Support special projects and process improvements as assigned by the Director of Attorney Operations.
Help pilot and roll out new workflows, tools, and model phases, including testing, documentation, and cleanup.
Step in on time-sensitive operational needs as priorities shift.