Position Introduction
Are you someone who thrives in a role where client care, legal precision, and operational coordination all intersect? Do you enjoy managing meaningful long-term client relationships while also ensuring that behind-the-scenes legal work is organized, accurate, and moving forward efficiently? We are seeking a highly organized, detail-oriented professional to serve as our Legacy Club Coordinator Paralegal—a key role responsible for both the ongoing success of our Legacy Client (Maintenance) program and the coordination of internal legal production workflows.
In this role, you are the primary point of coordination for our (Maintenance) Legacy Club clients, ensuring their estate plans remain current, their meetings and document updates are handled smoothly, and their ongoing needs are addressed with professionalism and care. You will host/coordinate Legacy Club meetings, oversee deed and document signings that do not require attorney involvement, and manage non-legal advisory client interactions in alignment with firm processes.
In addition to client-facing Legacy Club coordination, this role serves as a critical operational hub for our expanding remote paralegal team. You will ensure that drafting, funding, and PBTA-related work completed by virtual team members is properly received, organized, and executed on-site. This includes managing workflow coordination, file readiness, document movement, and ensuring seamless communication between remote paralegals, attorneys, and in-office staff.
This position is ideal for someone who enjoys structure, accountability, and systems-driven work. You are the person who ensures that long-term clients are consistently supported, legal Legacy Club processes run smoothly, and remote production work is accurately coordinated and completed without delays or breakdowns in communication.
If you excel at managing both people and processes, enjoy keeping complex workflows organized, and want to play a central role in both client retention and legal operations efficiency, this role may be the perfect fit.
Position Summary
The Legacy Club Coordinator Paralegal is responsible for overseeing the firm’s Legacy Client (Maintenance) program while also serving as a central coordination point for internal legal operations and remote paralegal workflow execution. This role ensures that long-term retainer clients receive consistent, structured, and high-quality service while also maintaining the accuracy, organization, and timely progression of estate planning updates, document executions, and maintenance-related matters.
On the client side, this position manages Legacy Client relationships through structured estate plan maintenance review meetings, ongoing communication, and coordinated estate plan updates. Acting in a non-attorney advisory capacity, the Coordinator listens, gathers client information, documents changes, and ensures appropriate internal follow-up is completed when legal review or attorney involvement is required. This includes conducting Legacy Club meetings and non-attorney signing meetings such as deeds, trust modifications, and other estate planning updates.
On the operations side, this role serves as the primary coordination hub between in-office staff and remote paralegals supporting drafting, funding, and estate planning production work. The Coordinator ensures that all remotely produced work is properly received, organized, and prepared for internal (on-site) use or client execution. This includes managing workflow movement, coordinating document readiness, overseeing scheduling of execution meetings, and ensuring seamless communication between attorneys, paralegals, and operational staff.
The Client Services & Legal Operations Coordinator plays a critical role in maintaining both client continuity and operational efficiency. Success in this role is defined by the ability to keep Legacy Clients actively engaged and well-served while ensuring that all legal maintenance workflows—both client-facing and internal—are executed accurately, efficiently, and without delay. This position is essential to supporting the firm’s shift toward a more integrated, partially remote production model while maintaining a high-touch, highly organized client experience.
Duties and Responsibilities
¨ Serve as the primary point of contact and coordinator for our retainer Clients, ensuring ongoing estate planning matters remain current, organized, and properly managed.
¨ Conduct structured review meetings with clients, focusing on active listening, information gathering, and accurate documentation of client needs, updates, and life changes.
¨ Act as a non-attorney “trusted guide” during interactions by educating clients on existing estate planning and asset protection documents and processes (without providing legal advice).
¨ Identify and document client updates, concerns, or requested changes during meetings and ensure appropriate internal follow-up with attorneys when legal advice or review is required.
¨ Coordinate and manage Legacy Club meetings and non-attorney signing meetings, ensuring all logistics, preparation, and follow-up are completed timely and accurately.
¨ Oversee coordination and execution of Legacy Club-related signings, including deeds, trust modifications, beneficiary updates, and other estate planning changes that do not require attorney presence.
¨ Ensure all Legacy Client matters are accurately tracked, updated, and maintained within firm systems, with complete and reliable documentation of all interactions and next steps.
¨ Maintain consistent communication with Legacy Club clients to ensure engagement, clarity, and ongoing service satisfaction throughout the relationship lifecycle.
¨ Coordinate workflow between in-office operations and remote paralegals supporting PBTA drafting, funding tasks, and estate planning document preparation.
¨ Receive, organize, and track all work product from remote paralegals to ensure accuracy, completeness, and readiness for attorney review, client execution, or internal processing.
¨ Ensure all drafted documents, funding materials, and supporting files are properly routed, organized, and prepared for meetings, signings, or internal use.
¨ Coordinate scheduling and logistics for all document execution meetings, including deeds, trust modifications, Legacy Club updates, and other non-attorney-required signings.
¨ Monitor progress of remote production workflows to ensure deadlines are met, work is completed accurately, and no client matter is delayed or overlooked.
¨ Maintain clear and consistent communication between attorneys, paralegals, remote team members, and internal staff regarding file status, updates, and next steps.
¨ Ensure Legacy Club and operational client documents are properly prepared, organized, and completed in accordance with firm standards and procedures.
¨ Identify workflow inefficiencies, bottlenecks, or breakdowns in coordination between remote and in-office teams and escalate or recommend improvements to leadership.
¨ Maintain accurate documentation across all Legacy Club matters, operational workflows, and client interactions.
¨ Ensure timely completion of all assigned Legacy Club tasks, meetings, document execution activities, and operational responsibilities.
¨ Participate in team meetings, training sessions, and operational calls as required.
¨ Support additional projects, initiatives, and responsibilities as assigned to ensure smooth firm operations and exceptional client service delivery.
¨ Project identification strategy, management, and completion for department needs
¨ Client event planning assistance
¨ Mailing/sorting/deliveries/ordering office supplies as needed
¨ Ensure correspondence is mailed in a timely manner
¨ Actively participate in staff calls and team meetings
¨ Complete projects or tasks as requested by supervisor within time frame allotted
¨ Attend training/other events as needed
Qualifications Required
Academic:
· Bachelor’s Degree in Paralegal Studies preferred but not required.
· 2+ Years with law firm experience preferred but not required.
Skills/Knowledge & Ability:
· Above average administrative, clerical, and/or technical skills, and the ability to operate necessary office equipment and software:
· Computer, Telephone, Fax, Scanner, Copier, Postage Meter
· Microsoft Office Suite (Excel, Outlook, Word, Publisher, Power Point)
· ActionStep
· Type proficiently and accurately at a minimum of 35 to 40 words per minute.
- Knowledge, skills and ability to perform functions and develop administrative procedures and systems to manage all tasks at hand such as: Documenting information, Word processing (dictation, correspondence, memos, etc.), Data entry and verification, Managing files, Project management, Designing forms, training and/or marketing materials, and Drafting legal documents.
· Skilled at formatting and communicating effectively in writing as appropriate for the needs of the audience.
· Ability to understand written words, sentences and paragraphs in work related documents.
· Highly developed time management, organizational and prioritization/planning skills with the ability to multitask with clarity; facilitating several projects at the same time with the ability to monitor and assess one’s own self.
- Skilled at getting information by observing, receiving and/or researching to obtain information from relevant sources.
- Knowledgeable and able to evaluate information to determine compliance with standards.
· Professional level communication, interpersonal and relationship building skills. Able to listen (give full attention to what other people are saying), be empathetic and influence other people in written or verbal forms. Creatively presenting and disseminating information and concepts in an effective manner.
· Remain current with ever changing technology.
· Demonstrate aptitude for working in sensitive environments requiring a high degree of confidentiality.
Pay: $22.00 - $27.00 per hour
Expected hours: 40.0 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Disability insurance
- Health insurance
- Life insurance
- Paid sick time
- Paid time off
- Professional development assistance
- Vision insurance
Work Location: In person
