Client Services Coordinator

Firm Overview

Founded with a mission to protect and empower clients through every stage of life, Rampulla & Newstad LLP is a trusted name in the legal community. Located in Staten Island, New York, we specialize in elder law, estate planning, business law, real estate, and more. Our team of professionals takes pride in offering compassionate, personalized legal services that address our clients’ greatest concerns and future hopes.

Our firm’s ethos is rooted in education and accessibility. By offering free workshops and detailed consultations, we ensure that our clients are informed and prepared to make the best decisions for their families or businesses. We are proud that many first-time clients seeking advice on real estate or estate planning become lifelong partners, trusting us with a diverse array of legal needs throughout the years.

Our reputation for excellence is reflected in the positive testimonials from our clients, who appreciate our emphasis on building strong, lasting relationships.

• Client Communication & Front Desk Operations: Serve as the first point of contact by managing a high volume of inbound calls, greeting clients and visitors, providing exceptional client service, gathering information accurately, and ensuring inquiries are efficiently routed to the appropriate team members.
• Client Intake & Records Management: Gather and accurately enter prospective client information into Actionstep, assess client needs, maintain organized client records, and ensure timely and accurate updates to client files and case management systems.
• Workshop Enrollment & Client
  
  Education:
  
  Explain the value of the firm's educational workshops and services, encourage attendance, manage registrations, follow up with prospective clients, and guide clients through the next steps in the estate planning process.
• Appointment & Calendar Coordination: Schedule and coordinate consultations, design meetings, signing appointments, and workshops while maintaining accurate calendars, confirming appointments, and supporting firm scheduling needs.
• Office Hospitality & Meeting Support: Welcome clients, prepare conference rooms, assist with meeting logistics, ensure a professional office environment, and create a warm, white-glove client experience throughout each visit.
• Administrative & Document Management: Prepare engagement agreements and client folders, process incoming documentation and payments, scan and organize records, maintain client files, and assist with other administrative tasks that support efficient daily operations.
• Attorney & Team Support: Communicate with attorneys and team members regarding client needs, provide timely updates, coordinate follow-up activities, and assist with firm projects, meetings, and operational initiatives as needed.
• Operational Excellence: Maintain accurate client communications, ensure timely responses to calls and emails, support firm workflows, embrace new technologies and AI-enabled processes, and contribute to continuous improvements that enhance both the client experience and operational efficiency.

• Client-Facing
  
  Skills:
  
  High-level communication and empathy, especially in emotionally sensitive situations.
• Organizational Abilities: Strong multitasking and prioritization skills with acute attention to detail.
• Tech Proficiency: Comfortable using Microsoft 365, Teams, Zoom, and learning case management systems such as Actionstep. A willingness to adopt AI-enabled workflows and new technologies to improve efficiency is highly valued.
• Reliable Work Ethic: Punctual, dependable, and committed to professional growth within the firm.
• Preferred Experience: Experience in client services, hospitality, medical or dental offices, or other high-touch service environments is preferred. Legal experience is not required; we are looking for someone with empathy, professionalism, strong communication skills, and a willingness to learn. New York Notary status and a second language are valuable bonuses.

• Growth Opportunity: Join a growing firm where this role serves as a foundational member of an expanding Client Services team, offering…