Client Services Enrollment Specialist

Client Services Enrollment Specialist

Position Introduction

Are you as detail-oriented as you are collaborative? As generous as you are willing to learn? Most importantly- are you ready to join a team of hard-working legal professionals with an exceptional workplace culture?

If you answered “yes,” to all of the above, let’s talk! We are a rapidly growing, recognized law firm leading the way in estate planning, elder law, and asset protection, and are looking for a Full-Time Client Services Enrollment Specialist. This role presents an opportunity to work alongside and support our team as we make meaningful change in our community.

Join us in setting the new standard for what a law firm can be. If this sounds like you, let’s talk!

Position Summary

The Client Services Enrollment Specialist ensures a professional, organized, and welcoming environment for clients and staff. This role supports daily office operations, prepares conference rooms, and maintains client files.

The Specialist greets clients, arranges and confirms appointments, follows up on cancellations, and ensures all required documentation is ready for meetings. They also assist with client workshops and events, including registration, communication, set up, and hospitality.

This position requires strong organization, attention to detail, excellent communication skills, and a commitment to outstanding client service.

Duties & Responsibilities

· First contact for all new callers to firm, enrolling callers into workshop or initial meeting

· Workshop email registration through the website follow-up and confirmation

· Workshop preparation, including confirmation calls

· Convert workshop attendees to vision meetings

· Confirmation calls for client appointments

· Ensure follow-up occurs in a timely manner, including:

· Initial Contact follow-up

· Post-Workshop Review follow-up

· Post-Vision Meeting follow-up

· Postponed/no-show workshop registration and client appointment follow-up

· Navigation through client management software and tools

· Create manual and digital files for all prospective client matters using MyCase

· Copying, filing, scanning, and maintenance of prospective client files with assistance by administrative services

· Enter data, including:

· Prospective client data

· Workshop registration/attendance data

· Post-Vision hire/follow-up data

· Ensure quality customer service to clients, potential clients, and their families

· Ensure all client and professional inquiries are handled in a timely manner

· Ensure correspondence is mailed in a timely manner

· Communicate with paralegals and attorneys as needed regarding all prospective client needs/questions

· Responsible for scheduling office appointments for staff (attorneys, paralegals, etc.)

· Complete projects/tasks as requested within allotted time frames

· Assistance with client event planning and management related to marketing department

· Mailing/sorting deliveries as needed

· Actively participate in team calls and meetings

· Travel to training/related events as needed

Qualifications Required

Academic:

· Prior administrative experience is preferred

· Associate’s degree is preferred, but not required

· Bachelor’s degree is preferred, but not required

· Notary Public is preferred, but not required

Focused Skills/Knowledge/Abilities:

· Strong sales and enrollment skills

· Professional level communication, interpersonal, and relationship-building skills. Able to listen with full attention to what others are saying and empathize. Able to influence others in written and verbal communication. Able to creatively present and disseminate ideas and information in an effective manner.

· Highly developed time management, organizational, and prioritization skills with the ability to multitask with clarity; facilitating several projects in conjunction with one another; retaining the ability to monitor and assess ones’ own performance and project management.

· Above average administrative/clerical/technical skills with ability to operate the following:

· Computer, telephone, fax system, scanner, copier, postage meter

· Microsoft Office Suite (Excel, Outlook, Word, Publisher, PowerPoint)

· Demonstrate aptitude for working in sensitive environments requiring a high degree of confidentiality

General Skills/Knowledge/Abilities:

· Type proficiently and accurately at a minimum of 40 WPM

· Skilled at formatting and communicating effectively in writing as appropriate for the needs of the intended audience

· Ability to understand the written word in relation to work-related documents

· 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 work-related standards

· Remain current with changing technology

· Able to identify developmental needs of others and coach/mentor/otherwise help others to improve their knowledge and skills

· Knowledge, skills, and ability to perform functions and develop administrative procedures and systems to manage all task at hand such as:

· Documenting information

· Word processing

· Data entry and verification

· File management

· Project management

· Designing forms/training/marketing material as needed

· Drafting legal documents

· Compile data and prepare reports as needed

Job Type: Full-time

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: In person