Job Description
Job Description
This is not a sit-and-answer-phones job.
The Client Relations Coordinator is the first voice clients hear, the first face they see, and the person who makes sure everything behind the scenes runs like clockwork. You own our new client pipeline from the first inquiry to the signed engagement letter. You keep the office organized, the CRM accurate, and the team supported. And, critically, you are the person who turns a hesitant caller into a scheduled consultation.
If you get genuine satisfaction from moving someone from "I've been meaning to do this for years" to "I have an appointment on the calendar," this role was built for you. We serve clients navigating some of the most important decisions of their lives — estate plans, family transitions, and end-of-life preparation. The ability to meet people with warmth and guide them toward taking action is not a nice-to-have here. It is the job.
We are a small, flat, collaborative team. There is no corporate ladder here and no bureaucracy to hide behind. What we offer instead is meaningful work, a culture where your voice matters, and clients who will remember your name. If you thrive with autonomy, take pride in operational excellence, and find genuine satisfaction in helping people navigate important life decisions — we want to hear from you.
Compensation:
$20 - $30 hourly
Responsibilities:
New Client Pipeline & Intake
- Respond to all potential new client inquiries — phone, email, and web form — within 24 business hours
- Pre-screen callers for service eligibility and connect non-qualifying inquiries to appropriate resources
- Convert interested prospects into scheduled consultations through confident, warm, and informed conversations
- Schedule and confirm initial consultations; manage production team calendars and appointment reminders
- Complete conflict checks and maintain accurate prospect records in our CRM (Lawmatics)
- Coordinate full client onboarding: prepare and collect signed engagement letters, send initial retainer invoices, and ensure every new client matter is set up correctly from day one
Existing Client Stewardship
- Serve as the day-to-day point of contact for current clients, routing matter-related questions to the right paralegal or attorney
- Maintain client files across CRM and case management systems (Clio Manage)
- Track payments and coordinate with legal and finance teams
- Prepare disengagement letters at matter close; conduct follow-up outreach for quality control surveys and client testimonials
- Act as notary public for client signing conferences (notary certification required or must be obtained within 60 days of hire)
- Recognize clients and referral sources with cards, gifts, and personal outreach on special occasions
Office & Administrative Management
- Oversee all incoming and outgoing mail at the King City office — date stamping, scanning, logging, and routing
- 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: data entry, copying, scanning, and project assistance as needed
- Maintain CRM data integrity, reporting, and system integrations
Qualifications:
You might be exactly who we're looking for if:
- You have at least 2 years of client-facing or customer service experience. A legal or professional services background is a strong plus
- You genuinely enjoy the moment when a hesitant person decides to move forward, and you know how to get them there without pressure
- You write clearly and concisely. Whether it's a client email, a CRM note, or an engagement letter cover note, your written communication is polished every time
- You are tech-comfortable and self-sufficient. You learn new tools quickly, troubleshoot minor issues without escalating, and stay current without being asked. Our firm runs primarily on Apple products. Familiarity with any of the following is a plus: Lawmatics, Clio Manage, Microsoft Office, Adobe Acrobat Pro, Notion, Google Workspace, or DialPad
- You are proactive by nature — you spot what needs improving before anyone asks, bring solutions rather than just problems, and take real ownership of your role
- You read the room — whether you are speaking with a grieving widow, a first-time caller, or a busy attorney, you adjust your tone and approach instinctively
- You handle inquiries, requests, and situations with confidence and minimal escalation — you know when to act and when to loop in the team
About Company
Catalyst Law, LLC is a women-owned boutique law firm based in King City, Oregon, specializing in estate planning, trusts and estate administration, business law, and non-profit organizations. 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 supportive workplace are not mutually exclusive.
A note on compensation and benefits:
- Full-time, non-exempt position
- Paid holidays, generous PTO, and Oregon Paid Sick Leave
- Group health, dental, and vision insurance
- Group retirement plan with employer match after 6 months