Client Experience Coordinator

Carolina Family Estate Planning•Cary, NC

14h•Onsite

About The Position

This role is for an individual who genuinely cares about people and demonstrates this through attention to detail. At this firm, client experience is the standard, not just a department. The firm works with individuals and families making significant decisions about their future, and the way clients are treated—how they are welcomed, communicated with, and guided—is as important as the legal work itself. The Client Experience Coordinator will be thoughtful, attentive, and proactive, noticing small details, following through, and ensuring every client feels cared for, respected, and confident throughout their experience. This role is highly interactive and client-facing, serving as a key point of contact for clients while also supporting internal coordination to ensure matters proceed smoothly and accurately.

Requirements

1-3+ years of experience in a client-facing role in a professional environment.
A genuine care for people and a desire to create a positive experience for others.
Strong attention to detail and follow-through.
Clear, professional communication skills.
The ability to stay organized and manage multiple priorities.
Sound judgment and discretion when handling sensitive information.
Comfort with technology, including CRM systems and Google Workspace.

Nice To Haves

Experience in a law firm or professional services setting.
NC Notary Public or willingness to obtain.

Responsibilities

Create a high-quality client experience by welcoming clients with professionalism, warmth, and attention to detail.
Serve as a consistent and reliable point of contact throughout the client's experience.
Ensure clients feel informed, prepared, and supported at each stage of their interaction.
Handle all client interactions with care, discretion, and respect for the sensitive nature of the work.
Proactively follow up with clients to gather necessary information and documentation.
Coordinate scheduling with accuracy and efficiency.
Help ensure client matters progress without unnecessary delays.
Communicate clearly and appropriately with both clients and the internal team.
Assist with the preparation and assembly of estate planning documents.
Maintain accurate and organized client records across all systems.
Support document signing processes, including notarization or willingness to obtain notary certification.
Ensure all materials are complete, accurate, and handled with care.
Coordinate between clients and the legal team to ensure alignment and follow-through.
Help maintain organization across tasks, schedules, and priorities.
Contribute to a professional, calm, and well-run office environment.