ABOUT OUR FIRM
We are a small Chicago law firm focused primarily on estate planning, estate administration, trust administration, and related family-protection matters. We work with clients during important and often emotional life transitions, so accuracy, discretion, warmth, and follow-through are essential.
This is not a high-volume receptionist or a purely clerical role. It is a client-facing operations position for someone who can read carefully, communicate professionally, protect the calendar, track prospective client inquiries, and help keep matters moving.
This role is best suited for someone seeking a stable, long-term part-time position and who is not looking for full-time hours.
POSITION DESCRIPTION
The Client Relations & Legal Operations Coordinator serves as the firm’s front-door and workflow support person. This role is responsible for handling prospective client inquiries, scheduling consultations and client meetings, maintaining accurate query and client records, coordinating signing logistics, tracking follow-up items, and escalating issues that require attorney attention.
The right person will be careful, organized, calm under pressure, and able to distinguish between routine administrative tasks and matters that require attorney judgment.
KEY RESPONSIBILITIES
Client Relations
- Respond to prospective client inquiries using approved firm templates and procedures.
- Coordinate client meetings.
- Use approved communication templates and adapt carefully when needed.
- Communicate with clients and prospective clients in a professional, warm, and clear tone.
- Maintain confidentiality and professional boundaries at all times.
- Protect the attorney’s calendar by checking for conflicts and required buffers.
- Coordinate logistics for signing conferences.
- Promptly notify attorney of scheduling issues or client concerns.
- Identify the nature of each inquiry, including matters outside the firm’s scope.
- Maintain accurate query records.
- Consultation management including scheduling and tracking and following-up as needed.
- Escalate urgent, unclear, sensitive, or out-of-scope inquiries to the attorney.
Legal Operations Support
- Maintain matter and query information in practice management systems.
- Track matter stages, client follow-up items, signing logistics, and outstanding client actions.
- Support probate and estate administration workflow tracking, including hearing/status reports.
- Enter time accurately and daily, including administrative and nonbillable time.
QUALIFICATIONS
Required
- Prior experience in a law office, professional services office, or significant high-trust client-facing administrative role.
- Strong reading comprehension and ability to follow written instructions carefully.
- Excellent written communication skills.
- Strong attention to detail and follow-through.
- Comfort using practice management systems, calendars, email, and client portals.
- Professional judgment, confidentiality, and discretion.
- Ability to work independently within clear procedures.
Preferred
- Experience with Clio Manage or similar legal practice management software.
- Experience in client-sensitive practice area or services.
- Experience coordinating meetings, appointments, court-related deadlines, or professional calendars.
- Experience working in a solo or small-firm environment.
Important Fit Factors
This role requires someone who can:
- Ask questions before making assumptions;
- Maintain accurate records;
- Demonstrate and use appropriate judgment with client issues
- Communicate with clients in a calm, warm, and professional manner;
- Manage sensitive family and legal matters with care;
- Complete routine work without constant prompting;
- Understand that accuracy is more important than speed.
This position is not a good fit for someone who prefers a narrow task queue without client contact, is uncomfortable asking clarifying questions, or is seeking full-time employment.
Training will be provided on firm-specific procedures, but applicants should be comfortable learning and using office technology.
ADDITIONAL APPLICATION INSTRUCTIONS
To apply, please submit a resume and a brief cover letter explaining:
- Your experience with high-trust client-facing administrative work;
- Your experience with legal or professional office systems;
- Why a long-term part-time role is a good fit for you;
- How you decide when to proceed independently and when to ask for clarification.
If these instructions are not followed, your application will not be considered.
Professional agencies and recruiters, please do not contact us.
Pay: $27.00 - $32.00 per hour
Benefits:
- Flexible schedule
- Paid sick time
Experience:
- high-trust administrative: 5 years (Required)
Work Location: Hybrid remote in Chicago, IL 60611
