Part-Time Legal Intake & Client Relations Coordinator

Overview

Part-Time Legal Intake & Client Relations Coordinator Jobs in Greater Chicago Area at The Law Offices of Max Elliott, Ltd.

Title: Part-Time Legal Intake & Client Relations Coordinator

Company: The Law Offices of Max Elliott, Ltd.

Location: Greater Chicago Area

I am hiring a Part-Time Legal Intake & Client Relations Coordinator for my solo estate planning and estate administration law practice in Chicago. This is a client-facing administrative role requiring careful reading, accurate written communication, scheduling judgment, confidentiality, and the ability to recognize when an issue should be escalated to the attorney.

This is not a receptionist-only position, and it is not a paralegal drafting or legal research role. The right person will be comfortable serving as a steady, detail-oriented front door for prospective clients and current clients.

Schedule: Part-time, approximately 20–25 hours/week

Location: In person, Chicago

Compensation: $28–$32/hour, depending on experience and demonstrated fit

Role includes: Intake coordination, scheduling, client communications using templates, query/matter notes, calendar protection, follow-up, and escalation of urgent or sensitive issues.

COMPANY DESCRIPTION

The Law Offices of Max Elliott, Ltd. is a boutique law firm dedicated to protecting modern families and small business owners through tailored legal services. From its Chicago office, the firm leads a family service practice focused on trust and estate counseling for individuals with complex planning needs, including professionals, small business owners, and members of the LGBTQ community.

KEY RESPONSIBILITIES

Client Intake and Relations

• Respond to prospective client inquiries using approved firm templates and procedures.
• Coordinate client meetings.
• Use approved communication templates and adapt carefully when needed.
• Communicate with clients and prospective clients in a professional, warm, and clear tone.
• Maintain confidentiality and professional boundaries at all times.
• Protect the attorney’s calendar by checking for conflicts and required buffers.
• Coordinate logistics for signing conferences.
• Promptly notify attorney of scheduling issues or client concerns.
• Identify the nature of each inquiry, including matters outside the firm’s scope.
• Maintain accurate query records.
• Consultation management including scheduling and tracking and following-up as needed.
• Escalate urgent, unclear, sensitive, or out-of-scope inquiries to the attorney.

Legal Operations Support

• Maintain matter and query information in practice management systems.
• Track matter stages, client follow-up items, signing logistics, and outstanding client actions.
• Support probate and estate administration workflow tracking, including hearing/status reports.
• Enter time accurately and daily, including administrative and nonbillable time.

QUALIFICATIONS

Required

• Prior experience in a law office, professional services office, or significant high-trust client-facing administrative role.
• Strong reading comprehension and ability to follow written instructions carefully.
• Excellent written communication skills.
• Strong attention to detail and follow-through.
• Comfort using practice management systems, calendars, email, and client portals.
• Professional judgment, confidentiality, and discretion.
• Ability to work independently within clear procedures.

Preferred

• Experience with Clio Manage or similar legal practice management software.
• Experience in client-sensitive practice area or services.
• Experience coordinating meetings, appointments, court-related deadlines, or professional calendars.
• Experience working in a solo or small-firm environment.

Important Fit Factors

This role requires someone who can:

• Ask questions before making assumptions;
• Maintain accurate records;
• Demonstrate and use appropriate judgment with client issues
• Communicate with clients in a calm, warm, and professional manner;
• Manage sensitive family and legal matters with care;
• Complete routine work without constant prompting;
• Understand that accuracy is more important than speed.

This position is not a good fit for someone who prefers a narrow task queue without client contact, is uncomfortable asking clarifying questions, or is seeking full-time employment.

Training will be provided on firm-specific procedures, but applicants should be comfortable learning and using office technology.

APPLICATION INSTRUCTIONS

To apply, please submit a resume and a brief note addressing:

1. Your experience with confidential client, patient, member, financial, or legal information;
2. Your experience with scheduling, intake, or professional client communications;
3. An example of when you escalated an issue rather than proceeding on your own; and
4. Confirmation that a long-term part-time role of approximately 20–25 hours per week fits what you are seeking.

Professional agencies and recruiters, please do not contact us.