Location: Wheaton, IL

Status: Full-time salaried employee

Salary: Starting at $50,000, depending on experience

Benefits:

• Health, life, and disability insurance;
• 2 weeks PTO in the first year (increasing with tenure);
• All Federal Holidays off;
• Career development opportunities

Schedule: Full-time, on-site

Job Overview

The Estate Planning Law Group in Wheaton, IL is seeking a Client Services Coordinator (also known as a Legal Administrative Assistant or Client Intake Specialist) to join our small, professional law firm. This full-time, on-site role is ideal for a highly organized and detail-oriented individual who enjoys providing exceptional client service and supporting attorneys and paralegals in a fast-paced legal environment.

Key Responsibilities – Client Services & Legal Administration

• Manage client intake calls, scheduling, and follow-ups
• Prepare new client packets, engagement agreements, and estate planning documents
• Assist in client signing sessions, including document preparation, scanning, collation, and notarization (Notary Public commission required or willingness to obtain)
• Maintain professional client communications via phone, email, and voicemail
• Organize, scan, file, and manage both paper and electronic legal documents
• Open new matters in Smokeball and update client and matter records
• Prepare mailing packets, binders, and marketing materials
• Manage office supplies, branded items, and inventory
• Proofread documents for accuracy and formatting
• Schedule appointments, witness signings, and manage attorney calendars
• Prepare conference rooms and assist with client hospitality
• Support attorneys and office management with special projects and administrative tasks

Skills & Qualifications

• At least 3 years of office or legal administrative experience
• Excellent client communication and service skills, both in person and on the phone
• Strong organizational, multitasking, and problem-solving abilities
• Exceptional proofreading skills with high attention to detail
• Willingness to learn new legal systems and improve existing processes
• College or associate degree preferred but not required
• Smokeball experience is a plus

Core Values & Qualities

We are looking for a team member who embodies:

• Integrity
• Excellence
• Collaboration
• Mindfulness
• Consistency and reliability

About Our Law Firm

Our estate planning law firm has been serving the Wheaton, IL community for over 30 years. We are a small team of long-term employees who value collaboration, professionalism, and high-quality client service. While we work hard, we enjoy each other’s company and take pride in creating a supportive, client-focused environment.

How to Apply

Please submit your resume and references to jennifer@hiringandempowering,com with the subject line: “Client Services Coordinator Application.”

Remote Work Policy: This position is primarily on-site at our Wheaton office. Remote work is not available as a standard option; however, occasional flexibility for special circumstances may be considered at the discretion of management.