Administrative & Client Intake Coordinator

Job Overview

Penbay Estate Planning Law Firm is seeking a dependable, organized, and personable Administrative & Client Intake Coordinator for our Camden office.

This is an important client-facing position, not simply a receptionist role. The person in this position will serve as the primary front-office contact for clients and prospective clients, coordinate the firm's intake and appointment process, assist clients before and after attorney meetings, and help ensure that the office operates smoothly and professionally.

The position requires excellent communication, careful follow-through, comfort with technology, and the ability to manage multiple responsibilities without losing track of details.
Prior law-office experience is welcome but is not required. We are prepared to train the right person.

We are considering both full-time and substantial part-time candidates
. The position is on-site in Camden. Candidates relocating to the Midcoast Maine area are welcome to apply.

• Serve as the primary front-office contact for clients, prospective clients, visitors, and vendors.
• Answer and route telephone calls professionally and respond to routine client and prospective-client inquiries.
• Schedule, confirm, and coordinate client appointments and maintain accurate calendar information.
• Guide prospective clients through the firm's intake process, including questionnaires, informational materials, appointment preparation, and follow-up.
• Monitor prospective-client follow-up and maintain accurate information regarding the status of inquiries and appointments.
• Prepare the conference room and technology for attorney meetings conducted by Microsoft Teams, including checking the camera, microphone, speakers, and connection before the meeting begins.
• Welcome clients for virtual attorney meetings, make sure they are comfortable with the process, and coordinate with the attorney before and after the meeting.
• Assist with administrative steps after a client hires the firm, including engagement documents, payments, homework materials, and scheduling subsequent meetings.
• Collect consultation fees and client deposits when applicable.
• Maintain accurate client and prospect information in the firm's practice-management and client-intake systems.
• Assist with estate-planning signing appointments, including coordinating witnesses and notarial requirements.
• Become commissioned as a Maine Notary Public if not already commissioned.
• Receive, sort, scan, and route incoming mail and other documents according to established procedures.
• Monitor designated firm email, fax, voicemail, and other communication channels and make sure time-sensitive items reach the appropriate team member.
• Assist with outgoing mail, document scanning, records organization, and other general office administration.
• Make occasional local trips to the post office, probate courts, or other professional offices for document delivery or pickup.
• Work closely with the attorney, office manager, and paralegal team to provide clients with a consistent and professional experience.
• Protect client confidentiality and comply with the professional and ethical standards applicable to a law office.

We are more interested in reliability, judgment, communication skills, and the ability to learn than in a particular degree or prior legal experience.

A strong candidate will have:

• Excellent verbal and written communication skills.
• A warm, professional manner with clients and prospective clients, both in person and by telephone.
• Strong organizational skills and attention to detail.
• Dependability and a demonstrated ability to follow through on commitments.
• Good judgment and the ability to recognize when a question or problem should be referred to the attorney or another team member.
• Comfort learning and using computer-based office systems, Microsoft 365, Microsoft Teams, and specialized practice-management software.
• The ability to learn established procedures and follow them consistently while also thinking independently when an unusual situation arises.
• The ability to manage interruptions and competing priorities while maintaining accuracy and professionalism.
• Discretion in handling confidential personal, legal, medical, and financial information.
• A valid driver's license and reliable transportation for occasional local business errands.
• Willingness to become a Maine Notary Public if not already commissioned.

Experience in a professional office, healthcare or dental office, financial services, insurance,…