Client Services Coordinator

Catalyst Law is a woman-owned boutique law firm specializing in trusts and estates, non-profit & business law, and taxation. As a certified B-corporation, we are as committed to our team as we are to clients. We are looking for a driven, people-first professional to grow with us as the Client Relations Coordinator.

This is not a sit-and-answer-phones role. The Client Relations Coordinator is the heartbeat of the client experience and the operational backbone of our primary office in King City, Oregon. You will be the first voice clients hear, the first face they see, and the person who ensures everything behind the scenes runs like clockwork. From managing our new client pipeline and maintaining our CRM to keeping the office stocked, organized, and running efficiently, this role is built for someone who takes ownership and thrives when no two days look the same.

If you love making human connections, closing a deal, and making sure every person who reaches out to Catalyst Law leaves the interaction better off, this role was made for you. You bring sharp communication skills, a natural ability to read the room, and an obsession with getting the details right. In return, you will find a firm that invests in your growth, values your contributions, and gives you the space to make this role your own.

This position is based in our primary office in the heart of King City, Oregon, with occasional visits to our urban office in Portland's Pearl District.

$20 - $28 hourly

Client Intake & New Client Pipeline

• Respond to all potential new client inquiries (phone, email, web form) within 24 business hours; pre-screen for service eligibility and refer non-qualifying inquiries to appropriate resources
• Schedule and confirm initial consultations; manage production team calendars and appointment reminders
• Complete conflict checks, document all contacts, and maintain accurate prospect records in the CRM
• Coordinate full client onboarding, including preparing and collecting signed engagement letters and sending initial retainer invoices

Existing Client Stewardship

• Serve as the day-to-day point of contact for current clients, directing matter-related questions to the appropriate paralegal or attorney
• Maintain and update client files across CRM and case management systems
• Track payment records and coordinate with legal and finance teams
• Prepare and send disengagement letters at matter close; conduct follow-up outreach for quality control surveys and testimonials
• Act as a notary public for client signing conferences as needed
• Recognize and celebrate clients and referral sources with cards, gifts, and personal outreach

Office & Administrative Management

• Oversee all incoming and outgoing mail at the King City office, including date stamping, scanning, logging, and routing to the appropriate team members
• Order and maintain office supplies for both the King City and Pearl District offices
• Keep both office environments clean, organized, and operationally ready
• Provide general administrative support to the team, including data entry, copying, scanning, and project assistance as needed
• Maintain consistent CRM data integrity, reporting, and system integrations

The ideal candidate is a self-starter who takes initiative, communicates with confidence, and brings both people skills and operational instincts to the role. We are looking for someone who checks these boxes:

• Customer service experience — A minimum of 2 years in a client-facing or customer service role is required. Experience in a legal or other professional services environment is strongly preferred.
• Strong written communication — You write clearly, concisely, and professionally, whether crafting a client email or logging a CRM note.
• Tech-savvy and self-sufficient — You are comfortable learning new tools quickly, troubleshooting minor issues independently, and staying ahead of software updates without being asked. Our firm runs primarily on Apple products, and experience with any of the following is a plus: Lawmatics CRM, Clio Manage, Microsoft Office (Word/Excel), Adobe Acrobat Pro, Notion, 1Password, Google Workspace (Gmail, Drive, Docs, Sheets, Chat), and DialPad or similar VOIP software.
• Proactive by nature — You do not wait to be told what needs to improve. You spot inefficiencies, bring solutions, and take ownership of your role, and the client experience it shapes.
• Adaptable communicator — You read the room. Whether you are speaking with a grieving client, a busy attorney, or a first-time caller, you adjust your tone and approach to meet people where they are.
• Decisive and independent — You handle client, vendor, and third-party requests with confidence and minimal escalation, knowing when to act and when to loop in the team.

Catalyst Law, LLC is a women-owned boutique law firm based in King City, Oregon, specializing in trusts and estates, non-profit and business law, and taxation. As a certified B-Corporation, we hold ourselves to the highest standards of social and environmental responsibility — not just in the work we do, but in how we show up for clients, our community, and our team. We are a small firm with big values, built on the belief that great legal work and a great workplace are not mutually exclusive. If you are looking for a place where your contributions matter, your growth is supported, and the work is meaningful, we would love to meet you.