Overview
Support Specialist Jobs in Vancouver, WA at NW Legacy Law, P.S.
Client Services Support Specialist
NW Legacy Law, P.S. | Vancouver, Washington | Full-Time, Non-Exempt | On-site
Pay: $45,000 to $49,000 per year, depending on experience
Please see section at bottom detailing how to apply
About NW Legacy Law
NW Legacy Law, P.S. is a boutique law firm in Vancouver, Washington, focused on estate planning and probate. Founded in 2014, the firm invites clients to share their life’s journey, reflect on their values, and consider how they can live their legacy today. We believe stronger futures for families and communities start with intentional, purposeful legal counsel.
Our culture is built on accountability and a genuine commitment to personal and professional growth. We are a close-knit team that values collaboration, honest feedback, and taking initiative. If you communicate well under pressure and hold yourself and others to high standards, you will thrive here.
Role Overview
The Client Services Support Specialist is the front line of the NW Legacy Law client experience. You are the first person clients meet and the steady presence who supports them through their time with the firm.
The role covers three areas of work: welcoming and caring for clients in person, by phone, and in writing; guiding prospective clients from first contact through a booked consultation; and supporting the estate planning team as a notary during client signings.
Being good with people is the heart of this role. You put clients at ease, listen closely, and make every interaction feel warm and professional. You also keep the details in order, so files, schedules, and signings run smoothly.
You report to the Client Services Team Lead and work closely with the attorneys and the rest of the Client Services team.
Key Responsibilities
Client Relations and Hospitality
– Answer incoming calls professionally and with compassion
– Greet clients and third-party partners warmly and offer hospitality
– Respond to emails, calls, and internal messages in a professional and timely manner
– Prepare and maintain conference rooms so they are neat, clean, well lit, comfortable, and well stocked
– Support attorneys and team members in client meetings as needed
– Guide clients through the features of their estate planning binder
– Answer client questions with patience and care
Client Intake
– Answer inbound calls and online requests from prospective clients with empathy and clarity
– Lead discovery conversations that uncover each prospective client’s situation, goals, and concerns
– Book consultations with attorneys, manage scheduling, and confirm appointments
– Follow up promptly with leads to keep the pipeline moving and reduce no-shows
– Send intake materials, intake forms, and pre-consultation communications
– Document all client interactions accurately in the firm’s CRM
Signing Support and Portfolio Delivery
– Serve as notary for estate planning signings, including wills, trusts, powers of attorney, and related documents
– Coordinate signing appointments with the estate planning team and clients
– Prepare signing packets and confirm each document is complete and ready for execution
– Witness and notarize signings in line with Oregon and Washington requirements
– Assemble completed estate planning binders and walk clients through them
– Maintain a notary license in good standing in Oregon and Washington
Administrative
– Catalog all client communications
– Create and maintain client files and matters
– Prepare meeting packets, including the corresponding team’s fee agreements as requested
– Create invoices and process payments
– Prepare and process incoming and outgoing mail
– Scan, name, and file documents according to firm standards
– Schedule client meetings and calls for attorneys and teams as requested
– Follow up with clients to support the teams as requested
General Responsibilities
– Meet deadlines and commitments to the firm and clients as scheduled
– Attend required client and firm meetings prepared to contribute
– Follow all firm policies and procedures consistently
Physical Demands and Work Environment
On-site role that splits time between the reception area and shared second-floor office space.
– Sit or stand at a computer for up to 10 hours per day
– Able to climb stairs, bend, reach, and lift 10 lbs
Required Skills and Experience
– Strong client service skills with genuine warmth, patience, and a client-first attitude. This is a must.
– Ability to answer phones and respond to emails in a respectful, compassionate, and informative manner
– Excellent verbal and written communication with active listening
– Current notary public license in Oregon and Washington, or the ability to obtain both within 60 days of hire
– Proficient in Adobe Acrobat
– Proficient in Microsoft Office products, including Outlook, Word, and Excel
– Comfortable using CRM systems and standard office software
Preferred Skills and Experience
– Retail or hospitality customer service experience
– Type 40+ words per minute
– General office experience
– General knowledge of Washington and Oregon law related to estate planning
– Experience in professional services (legal, financial, or advisory)
– Familiar with client database (CRM) platforms
– Familiar with workflow platforms such as Trello
– Experience in a small team where roles overlap
Qualifications
Ability to:
– Balance and complete multiple tasks at once
– Self-motivate and follow directions to achieve results
– Pay attention to the details
– Adapt to a fast-moving environment
– Stay detail oriented while keeping the big picture in view
– Learn quickly and take feedback well
– Advance effective written communication skills
– Enjoy answering questions, solving problems, and working as part of a team
Compensation and Benefits
– Salary: $45,000 to $49,000 annually, depending on experience
– Health Insurance: Medical coverage available after 60 days of employment
– 401(k): Eligible after 4 months; firm provides a 4% match on 5% contribution
– Paid Time Off: 10 days PTO in year one, increasing to 15 days after 2 years and 20 days after 6 years
– Sabbatical: 4-week paid sabbatical after every 4 years of service
– Life and Disability: Basic Life, AD&D, and Long-Term Disability at no cost
– Professional Development: Annual budget for training, conferences, and continuing education
– Additional Perks: Paid holidays, bereavement leave, EAP counseling, and complimentary estate planning services
Work Environment
This is an on-site position at our Vancouver, Washington office. You will spend your time at the office handling client hospitality, intake calls, follow-up, administrative work, and signing support.
NW Legacy Law operates in an at-will employment state (Washington). The firm values trust, results, and care for clients, and supports team members in finding a rhythm that sustains both high performance and personal wellbeing.
How to Apply
To apply, send two PDFs to the firm’s HR Coordinator via [email protected]: a resume and a cover letter describing your relevant client service experience and any notary or estate planning experience. Please include a brief transmittal message in the body of your email.
NW Legacy Law, P.S. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to any characteristic protected by applicable federal, state, or local law.
This is a general outline of the tasks the position entails. It may include other responsibilities as the need arises and may be modified at any time.
Pay: $45,000.00 – $49,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Vision insurance
Work Location: In person
Title: Support Specialist
Company: NW Legacy Law, P.S.
Location: Vancouver, WA
Category:
