[Hiring] Administrative and Client Services Coordinator @Job Duck

Role Description

Job Duck is seeking a highly organized and proactive Administrative and Client Services Coordinator to provide direct administrative support while helping coordinate client service, marketing activities, and day-to-day priorities. This role is ideal for someone who enjoys bringing structure to a busy professional environment, communicating clearly with clients and internal teams, and taking ownership of follow-ups before they fall through the cracks. The successful candidate will manage calendars, communications, task lists, client outreach, reporting, and a mix of business and personal administrative needs while helping leadership stay focused on high-priority legal and growth initiatives.

Monthly Compensation Range: $1,040 to $1,100 USD

• Follow up with current clients by phone, email, or SMS to ensure they are receiving appropriate support.
• Conduct outbound calls and schedule appointments as needed.
• Reconnect with former clients to maintain relationships and share relevant information about upcoming seminars and firm activities.
• Act as a communication buffer between leadership and the broader team, helping streamline requests, follow-ups, and information flow.
• Coordinate personal scheduling needs, including appointments and other time-sensitive commitments.
• Monitor outstanding items and proactively follow up with internal team members, clients, and other stakeholders.
• Help monitor overall team activities and provide visibility into priorities, outstanding work, and follow-up needs.
• Check in with clients about their experience, outstanding needs, and upcoming appointments or services.
• Maintain accurate client follow-up activity within Lawmatics, Clio, and other applicable systems.
• Use Asana or similar task management software to organize assignments, deadlines, and priorities.
• Coordinate across legal, client service, administrative, and marketing priorities while adjusting quickly as needs change.
• Identify opportunities to improve organization, communication, follow-up, and administrative efficiency.
• Anticipate upcoming needs and take proactive action to keep projects, client communications, and executive priorities moving forward.
• Use CRM workflows and tools to support consistent client outreach and prevent follow-ups from being missed.
• Provide administrative and logistical support to the existing marketing team.
• Help coordinate marketing activities, deadlines, communications, and scheduling to keep initiatives organized and on track.
• Support marketing activities associated with real estate matters and related business initiatives.
• Use Cytracom or related communication tools to support professional phone interactions.
• Handle sensitive client, business, and personal information with appropriate confidentiality and discretion.
• Serve as a personal and executive assistant, providing day-to-day administrative support and helping leadership remain focused on high-priority matters.
• Manage email correspondence, calendars, appointments, scheduling, reminders, and recurring commitments.
• Maintain and organize comprehensive task lists, ensuring priorities and deadlines are clearly tracked.
• Help prioritize client matters, legal work, administrative responsibilities, marketing activities, cash flow related tasks, and personal obligations.
• Assist with reporting, status updates, administrative tracking, and other operational support requirements.
• Support the Client Service Coordinator team with administrative tasks, client communications, scheduling, and relationship management.

Qualifications

• Full-time availability during 8:00 AM to 5:00 PM EST
• Professional proficiency in written and spoken English with clear verbal communication skills
• Previous administrative, executive assistant, personal assistant, client service, or similar professional experience
• Previous experience working in a law firm or legal services environment is preferred
• Experience supporting attorneys, executives, business owners, or other professionals with competing priorities is preferred
• Comfortable communicating with current and former clients by phone, email, and SMS
• Ability to make outbound calls, conduct client follow-ups, and schedule appointments
• Strong calendar, email, task, and priority management capabilities
• Ability to organize and prioritize legal client work, administrative responsibilities, marketing activities, cash flow related follow-ups, and personal tasks
• Comfortable supporting marketing administration and coordinating logistical activities with an existing marketing team
• Tech savvy and able to learn new software and workflows efficiently
• Familiarity with Lawmatics and Clio or comparable legal practice management and CRM platforms
• Familiarity with task and project management software such as Asana
• Familiarity with Cytracom or comparable VoIP platforms
• Experience with CRM based follow-up workflows, including client communication by email and SMS

Requirements

• Executive administrative support
• Personal assistant support
• Client service and relationship management
• Professional written and verbal communication
• English proficiency
• Clear and confident phone communication
• Calendar and email management
• Task and priority management
• Appointment scheduling
• Client follow-up
• Outbound calling
• CRM management
• Legal administrative support
• Marketing administrative support
• Reporting and follow-up coordination
• Strong organizational skills
• Multitasking
• Attention to detail
• Time management
• Customer service orientation
• Proactive problem solving
• Resourcefulness
• Creativity
• Efficiency
• Adaptability
• Technology proficiency
• Ability to work independently
• Ability to anticipate needs and take initiative
• Ability to manage multiple priorities effectively
• Dependability and professional discretion
• Strong sense of ownership and accountability
• Loyal and team-oriented approach
• Go-getter mentality

Work Shift

8:00 AM - 5:00 PM [EST][EDT] (United States of America)

Languages

• English

Ready to dive in? Apply now and make sure to follow all the instructions! Our application process involves multiple stages, and submitting your application is just the first step. Every candidate must successfully pass each stage to move forward in the process. Please keep an eye on your email and WhatsApp for the next steps. A recruiter will be assigned to guide you through the application process. Be sure to check your spam folder as well.