Client Care Coordinator

Position Overview

Cara Galbavi Law is an independent law firm focused solely on estate planning. This position is far more than an administrative role. The person in this role is the first voice, first face, and first impression of our firm. Because this is a law office that bears the attorney's name, every interaction, whether with a new potential client, a returning client, or a past client, directly reflects the values, professionalism, and care of the firm.

Clients often reach out to us during emotionally sensitive or important moments in their lives. As a result, this role requires someone who is genuinely kind, friendly, compassionate, attentive, and detail-oriented, and who takes pride in making people feel heard, respected, and cared for .

Key Responsibilities

• Serve as the primary point of contact for clients and prospective clients, setting the tone for the firm through warm, professional, and compassionate communication by phone, email, and in person

• Create a consistently positive client experience during intake calls, signature conferences, follow-ups, and all client appointments

• Communicate clearly, calmly, and respectfully with clients, attorneys, government agencies, and other professionals, often during emotionally sensitive conversations

• Listen carefully, ask thoughtful questions, and ensure client concerns and details are accurately captured and followed through

• Perform administrative tasks including scheduling, filing, scanning, invoicing, and maintaining client records with strict confidentiality, organization, and precision

• Prepare, proofread, and edit documents, forms, and client communications with exceptional attention to detail and accuracy

• Balance a high volume of work efficiently while maintaining thoroughness, accuracy, and a consistently high standard of client care

Key Qualifications

• Warm, professional, and genuinely compassionate demeanor; comfortable and confident communicating with clients about sensitive and personal matters

• Strong phone presence and communication skills — able to make callers feel welcomed, supported, and taken seriously

• Exceptional attention to detail and accuracy, with the ability to manage multiple deadlines in a fast-paced environment

• Strong organizational and time-management skills, with a commitment to follow-through and reliability

• Excellent grammar, proofreading, and written communication skills

• Expert in MS Word and proficient with MS Office, Adobe Acrobat, and similar software tools

• Eager to learn new skills, software, and systems and to continuously improve

• Enjoys working in a small, team-oriented office environment with kind, respectful clients (It cannot be emphasized enough that we are truly a team. We share camaraderie and are friends, supportive of each other professionally and personally. )

Experience With or Willingness to Learn

• Legal-specific tools including MiBusiness Registry (formerly LARA), MiFile, ICLE, and GIS
• Notary Public (bond provided by the company)

Benefits

• Competitive pay that reflects your skills, efficiency, professionalism, and dedication

• Paid time off to ensure you can recharge and bring focus, patience, and compassion to your work each day (This is not a place you should ever dread coming to work.)

• SIMPLE IRA retirement plan (match to be discussed) to support your own future while helping others plan for theirs

• Ongoing training and mentorship to strengthen your legal knowledge, improve efficiency, and grow in your role. Personal and professional development work is encouraged and celebrated (Don't be surprised by invitations to live trainings and workshops )

• Meaningful work. Every day you will help guide clients through some of the most important and personal decisions of their lives

• Estate Planning Itself. Unlike many other areas of the law, in estate planning, our clients come to us because they want to, and because of that, we tend to develop long-term relationships with those we serve.

Pay: $ $28.00 per hour

Expected hours: 40.0 per week

Benefits:

• Paid sick time
• Paid time off
• Retirement plan

Work Location: In person