Client Services Coordinator

We are looking for a Client Services Coordinator who will contribute to a various tasks and responsibilities to facilitate the smooth operation of our estate planning departments for our State College office. The preferred candidate should possess organizational skills, a willingness to assist others, and excellent communication skills coupled with attention to detail.

Essential Duties and Responsibilities:

Scheduling

• Assist clients or potential clients with scheduling appointments or initial consultations by creating appointments in Outlook/Zoom and updating our client database.
• Manage Outlook calendars for various staff members to ensure all appointments are correctly listed across individual and office calendars.

File Management

• Assist with preparing files for new clients/maintaining old files.

• Assign tasks to staff to advance files from potential client status through the client process and concluding in the inactivating file stage once work is completed.
• Attend appointments with the attorneys and interact with clients and referral sources serving as witness and/or notary during signing appointments.
• Assist with billing for department to maintain regular and accurate billing.

Writing/Information Gathering

• Coordinate the intake and triage process in order to understand clients’ needs and wishes for effective planning.
• Order tax assessment cards and title searches for clients’ real estate.
• Prepare, proofread, and print correspondence and documents.
• Perform records research online and at courthouses, including but not limited to researching deeds, gas leases, and corresponding ancillary documents.
• Record documents at the county courthouse as well as at the Department of State, IRS, the Office of Veteran’s Affairs, and the Department of Public Welfare.
• Gather information and compile client information and assets into a Client Information and Asset List.
• Assist with trust funding by completing change forms, corresponding with professionals and companies, ensuring changes are made, and follow up with clients as needed.

Qualifications

• High school diploma or GED required; some college preferred.
• Display excellent written, problem-solving, and verbal communication skills.
• History of being deadline-driven and extremely organized.
• At least 2 years experience in an administrative or other related position, legal experience preferred.

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