Overview
Document Specialist Jobs in Monterey, CA at Emrich International Probate Research Inc
At Safe Harbor Estate Law, we help clients find peace of mind through thoughtful legal planning and support. As Client Intake Specialist (CIS), you’ll be the welcoming voice and guiding hand for potential clients as they begin their journey with us.
In this client-focused role, you’ll manage the intake process for new clients, support key administrative and billing functions, and collaborate with our sales and marketing teams. You’ll also ensure smooth internal communication and help uphold our commitment to compassionate, timely, and professional service.
Compensation:
$24 – $29 hourly
Responsibilities:
Client Intake & Sales Support
Serves as the first contact for all Potential New Clients (PNCs), assessing fit, scheduling meetings, and ensuring prompt follow-up via phone, email, and CRM tools.
Manages intake across channels (phone, email, form, chat), processes payments, and initiates follow-up communications, including drip campaigns and document requests.
Conducts phone and occasional in-person consultations for Probate, Estate Administration, Guardianship/Conservatorship, and hourly Asset Protection cases.
Oversees DNE workflows and follows up with unscheduled PNCs, assists with client rehires as needed.
Administrative Support & Reception
Prepares weekly sales meeting agendas and sales data reports.
Maintains and updates critical sales tracking tools: Lead Tracking Spreadsheet and Case Number Assignment Log.
Manages file opening for Hourly and Asset Protection cases in Clio Manage, including workflow setup, custom fields, and document tracking.
Covers reception duties and assists with client questions when the receptionist is out or on the other line.
Oversees edits to key sales forms such as fee agreements, sales visuals, and organizers.
Serves as a backup for document signings/witnessing.
Billing & Financial Tasks
Processes check deposits, vendor invoices, and monitors Positive Pay.
Assists with Evergreen payments, refunds, and final billing coordination.
Handles LawPay refunds, client billing inquiries, and supports invoice review and communication.
Manages the billing inbox twice monthly and helps close out cases with appropriate communication and documentation.
Marketing & Other Responsibilities
Contributes to updates on sales visuals and paid advertising tracking (e.g., Google Ads, mailers, LSA).
Supports website updates and coordinates with Zillametrics on performance calls and web changes.
Qualifications:
High school diploma required; college degree preferred.
Previous experience in a client-facing role.
Comfort with CRM tools, calendars, reporting, and workflow systems.
Strong attention to detail and ability to manage multiple tasks.
What You Bring
Empathy and professionalism in all client interactions.
Strong verbal and written communication skills.
Proactive attitude and problem-solving mindset.
Adaptability in a fast-paced legal environment.
Ability to collaborate across departments with grace and precision.
About Company
Safe Harbor Estate Law is a firm focused on Estate Planning and Elder Law. We are passionate about helping clients protect themselves, their loved ones, and their assets. We pride ourselves on helping clients achieve their goals while providing an outstanding client experience. We find it very rewarding to work together collaboratively to help more clients every year.
To learn more about our company, please visit our “You Should Work Here” page: https://safeharborestatelaw.com/you-should-work-here
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Title: Document Specialist
Company: Emrich International Probate Research Inc
Location: Monterey, CA
