Job Overview
Penbay Estate Planning Law Firm is seeking a dependable, organized, and personable Administrative & Client Intake Coordinator for our Camden office.
This is an important client-facing position, not simply a receptionist role. The person in this position will serve as the primary front-office contact for clients and prospective clients, coordinate the firm's intake and appointment process, assist clients before and after attorney meetings, and help ensure that the office operates smoothly and professionally.
The position requires excellent communication, careful follow-through, comfort with technology, and the ability to manage multiple responsibilities without losing track of details. Prior law-office experience is welcome but is not required. We are prepared to train the right person.
We are considering both full-time and substantial part-time candidates. The position is on-site in Camden. Candidates relocating to the Midcoast Maine area are welcome to apply.
Responsibilities
- Serve as the primary front-office contact for clients, prospective clients, visitors, and vendors.
- Answer and route telephone calls professionally and respond to routine client and prospective-client inquiries.
- Schedule, confirm, and coordinate client appointments and maintain accurate calendar information.
- Guide prospective clients through the firm's intake process, including questionnaires, informational materials, appointment preparation, and follow-up.
- Monitor prospective-client follow-up and maintain accurate information regarding the status of inquiries and appointments.
- Prepare the conference room and technology for attorney meetings conducted by Microsoft Teams, including checking the camera, microphone, speakers, and connection before the meeting begins.
- Welcome clients for virtual attorney meetings, make sure they are comfortable with the process, and coordinate with the attorney before and after the meeting.
- Assist with administrative steps after a client hires the firm, including engagement documents, payments, homework materials, and scheduling subsequent meetings.
- Collect consultation fees and client deposits when applicable.
- Maintain accurate client and prospect information in the firm's practice-management and client-intake systems.
- Assist with estate-planning signing appointments, including coordinating witnesses and notarial requirements.
- Become commissioned as a Maine Notary Public if not already commissioned.
- Receive, sort, scan, and route incoming mail and other documents according to established procedures.
- Monitor designated firm email, fax, voicemail, and other communication channels and make sure time-sensitive items reach the appropriate team member.
- Assist with outgoing mail, document scanning, records organization, and other general office administration.
- Make occasional local trips to the post office, probate courts, or other professional offices for document delivery or pickup.
- Work closely with the attorney, office manager, and paralegal team to provide clients with a consistent and professional experience.
- Protect client confidentiality and comply with the professional and ethical standards applicable to a law office.
Qualifications
We are more interested in reliability, judgment, communication skills, and the ability to learn than in a particular degree or prior legal experience.
A strong candidate will have:
- Excellent verbal and written communication skills.
- A warm, professional manner with clients and prospective clients, both in person and by telephone.
- Strong organizational skills and attention to detail.
- Dependability and a demonstrated ability to follow through on commitments.
- Good judgment and the ability to recognize when a question or problem should be referred to the attorney or another team member.
- Comfort learning and using computer-based office systems, Microsoft 365, Microsoft Teams, and specialized practice-management software.
- The ability to learn established procedures and follow them consistently while also thinking independently when an unusual situation arises.
- The ability to manage interruptions and competing priorities while maintaining accuracy and professionalism.
- Discretion in handling confidential personal, legal, medical, and financial information.
- A valid driver's license and reliable transportation for occasional local business errands.
- Willingness to become a Maine Notary Public if not already commissioned.
Experience in a professional office, healthcare or dental office, financial services, insurance, client services, hospitality, administration, or another position involving significant public contact can be excellent preparation for this role.
A college degree is not required.
Schedule
The firm's principal client-meeting days are Monday through Thursday. Full-time employees generally work a regular weekday office schedule, with Fridays primarily used for administrative work, training, prospect follow-up, and preparation rather than routine client appointments.
Substantial part-time candidates are also encouraged to apply. For a part-time arrangement, regular availability across Monday through Thursday is important.
There are no regular evening or weekend hours.
Compensation and Benefits
- Full-time compensation starting at $50,000 per year.
- Eligibility for the firm's employee bonus plan after 90 days.
- Paid time off.
- 11 paid company holidays for full-time employees.
- 401(k) eligibility after one year.
- Professional-development assistance.
- Structured training for the position.
- “Part-time compensation will be established on an hourly basis based on the agreed schedule and experience.
About Penbay Estate Planning Law Center
Penbay Estate Planning Law Center is a Camden-based law firm focused on estate planning and elder law. Our work frequently involves important family, financial, and personal decisions, so the way clients are treated from their first telephone call through the completion of their legal work matters greatly.
We are looking for someone who wants to become an important and trusted member of a small professional team and who takes satisfaction in making sure clients are well cared for and that details do not fall through the cracks.
Pay: From $50,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Paid time off
- Professional development assistance
Application Question(s):
- Are you able to work on-site at our Camden, Maine office?
- Which schedule are you interested in?
Full-time
Part-time
Open to either
- If you are seeking part-time work, are you generally available during business hours across Monday through Thursday?
- Yes
- No
- Not applicable—I am seeking full-time work
- Are you comfortable serving as a primary point of contact for clients and prospective clients, both in person and by telephone?
- Yes / No
- Are you willing to become commissioned as a Maine Notary Public if you are not already commissioned?
- Yes / No
- In 2–3 sentences, what interests you about this position?
- Are you able to perform occasional local business errands during the workday, such as trips to the post office, probate court, or nearby professional offices?
- Yes / No
Work Location: In person
