Client Experience Coordinator or Law Firm Case Manager

Safe Harbor Law Firm•Pine Manor, FL

9d•$22 - $25•Onsite

About The Position

Safe Harbor Law Firm is seeking an experienced Client Experience Coordinator / Law Firm Case Manager for a full-time, in-office position at its Fort Myers office. The role provides administrative and client service support to ensure a seamless, professional, and welcoming experience for clients. It includes front-desk reception, client communications, appointment scheduling, document preparation, file management, payment processing, and general office administration. The coordinator helps maintain organized client records, works with attorneys, and supports the firm's daily operations and client satisfaction and retention. The ideal candidate is a self-starter and team player who is willing to learn and demonstrates strong verbal, written, and interpersonal communication skills, organization, attention to detail, and professionalism. The role requires discretion when handling confidential client information and financial transactions, adaptability in a fast-paced professional environment, and the ability to manage tasks independently while following firm procedures. Safe Harbor Law Firm provides estate planning, probate, trust administration, and related legal services. Its mission is to protect families for generations and bring clarity, confidence, and peace of mind to clients.

Requirements

At least 2 years of experience in administrative support, client services, case coordination, reception, or a similar role.
Strong telephone and customer service skills.
Strong verbal, written, and interpersonal communication skills.
Experience scheduling appointments and managing calendars.
Experience with client records, document management, and administrative software.
Experience collecting or processing client payments.
Comfort using computers, email, scanners, printers, and office software.
Willingness to obtain and maintain public notary status; notary certification is required within the first 30 days of employment.
Ability to handle confidential client information and financial transactions with discretion and integrity.
Strong organization, attention to detail, professionalism, accountability, and ability to follow procedures and meet deadlines.

Nice To Haves

Experience in estate planning, trusts, probate, guardianship, or another legal setting.
Experience in estate planning, trusts, and probate is preferred.
Self-starter and team player with a strong willingness to learn.
Client-focused, compassionate, proactive, adaptable, and comfortable managing multiple responsibilities in a fast-paced professional environment.

Responsibilities

Greet clients, assist with check-in and paperwork, and answer incoming calls warmly and professionally.
Return calls promptly and maintain a welcoming, professional, and organized office environment.
Manage calendars, prepare for meetings, coordinate appointments, qualify leads using firm-approved questions, and schedule appointments with attorneys and team members.
Collaborate with attorneys and the marketing team to maximize booking efficiency.
Calendar important client dates, including birthdays and policy anniversaries, and document client meetings and appointments.
Assemble and organize client documents, binders, and files in physical and digital formats.
Draft standard client forms, including powers of attorney, wills, and deeds, as authorized and in accordance with firm procedures.
Prepare and manage outgoing correspondence; create and maintain physical and electronic client files; and handle document filing, scanning, organization, and management.
Send and track client engagement agreements and ensure required signatures are returned.
Use client management software and firm-approved tools to manage client information and maintain accurate, accessible records according to firm procedures.
Coordinate with attorneys regarding client concerns, compliments, special requests, and individual needs, and help ensure timely communication and appropriate assistance.
Attend client signing meetings and assist with witnessing documents.
Obtain and maintain public notary status, with certification required within the first 30 days of employment.
Help develop and maintain a client satisfaction process and assist in collecting 5-star Google reviews according to firm policies.
Collect fees and manage client payments and deposits; document and track transactions and maintain accurate payment records using designated systems and procedures.
Prepare and maintain conference rooms and waiting areas; monitor office supplies, maintain inventory, and coordinate supply orders.
Sort and distribute incoming mail and assist with outgoing mail.
Assist with project creation, coordination, and management; track work hours accurately for payroll; and provide weekly status reports during the weekly meeting.
Complete other administrative tasks as needed, maintain accurate records, and follow up on outstanding tasks.
Support the firm's mission and help improve client satisfaction and the overall client experience.
Demonstrate accountability, professionalism, and independent task management.