Client Experience Coordinator

Carolina Family Estate Planning; Cary (NC); On-site; USD 40,000 - 52,000; Full time

Job summary

Carolina Family Estate Planning in Cary, NC is seeking a Client Experience Coordinator to serve as a main point of contact for clients and to support the estate planning team. The role emphasizes warmth, professionalism, and meticulous attention to detail in every client interaction.

You will coordinate scheduling, gather information, and help move matters forward smoothly while maintaining accurate records and ensuring discreet handling of sensitive information in a fast-paced legal setting.

Qualifications

• 1-3+ years in a client-facing role in a professional environment.
• Genuine care for people and a desire to create a positive experience for others.
• Strong attention to detail and follow-through.
• Clear, professional communication skills.
• Ability to stay organized and manage multiple priorities.
• Sound judgment and discretion when handling sensitive information.
• Comfort with technology, including CRM systems and Google Workspace.

Responsibilities

• Create a high-quality client experience with welcoming, professional interactions.
• Serve as a reliable point of contact throughout the client journey.
• Keep clients informed, prepared, and supported at each stage.
• Coordinate scheduling and monitor progress to avoid delays.
• Assist with preparation of estate planning documents and maintain records.
• Support signing processes, including notarization when needed, and ensure accuracy.

Skills

Client-facing experience

Attention to detail

Strong communication

Organizational skills

Discretion with sensitive information

CRM systems

Google Workspace

Tools

CRM systems

Google Workspace

Job description

For someone who genuinely cares about people and shows it in the details.

At our firm, client experience isn't a department-it's the standard.

We work with individuals and families making important, often emotional decisions about their future. The way they are treated-how they are welcomed, communicated with, and guided-matters just as much as the legal work itself.

We're looking for a Client Experience Coordinator who takes that responsibility seriously. Someone thoughtful, attentive, and proactive-who notices the small things, follows through, and ensures every client feels cared for, respected, and confident throughout their experience.

This role is highly interactive and client-facing. You will serve as a key point of contact for clients while also supporting the internal coordination needed to keep matters moving forward smoothly and accurately.

What You'll Be Responsible For Creating a High-Quality Client Experience

• Welcome clients into the office with professionalism, warmth, and attention to detail
• Serve as a consistent, reliable point of contact throughout their experience
• Ensure clients feel informed, prepared, and supported at each stage
• Handle interactions with care, discretion, and respect for the nature of the work

Following Through and Keeping Things Moving

• Proactively follow up with clients to gather information and documentation
• Coordinate scheduling with accuracy and efficiency
• Help ensure client matters move forward without unnecessary delays
• Communicate clearly and appropriately with both clients and the internal team

Supporting Legal Work with Precision

• Assist with the preparation and assembly of estate planning documents
• Maintain accurate and organized client records across systems
• Support document signing processes, including notarization (or willingness to obtain)
• Ensure materials are complete, accurate, and handled with care

Supporting the Team and Office Operations

• Coordinate between clients and the legal team to ensure alignment and follow-through
• Help maintain organization across tasks, schedules, and priorities
• Contribute to a professional, calm, and well-run office environment

What We're Looking For

• 1-3+ years of experience in a client-facing role in a professional environment
• A genuine care for people and a desire to create a positive experience for others
• Strong attention to detail and follow-through
• Clear, professional communication skills
• The ability to stay organized and manage multiple priorities
• Sound judgment and discretion when handling sensitive information
• Comfort with technology, including CRM systems and Google Workspace

Preferred

• Experience in a law firm or professional services setting
• NC Notary Public or willingness to obtain

What Sets You Apart

• You care about doing things well, not just getting them done
• You notice details others overlook
• You follow through without needing to be reminded
• You communicate with intention and professionalism
• You take ownership of your work and the experience you create for others

Position Details

• Location: Onsite (Raleigh, NC)
• Schedule: Monday-Friday, 8:30 AM - 5:00 PM
• Occasional evening events: Less than 3 per month

Why This Role Matters

For many of our clients, this process represents important life decisions. The experience we provide should reflect the level of care and thoughtfulness that is deserved.

This role plays a direct part in that.

About Carolina Family Estate Planning

Carolina Family Estate Planning, a distinguished woman-owned law firm in Cary, NC, is on a mission to empower our community through education, comprehensive estate planning, estate administration, and related services. We are driven by core values of integrity, proactivity, accountability, teamwork, innovation, and a commitment to personal and professional thriving. Our team's dedication to these principles and to each other has propelled us to become one of the fastest-growing law firms in the country, year after year. Join us in our journey to provide peace of mind and expert guidance to our clients, ensuring their estate planning and administration needs are met with the utmost care and professionalism.

We prioritize the safety and security of our clients and employees. As part of our onboarding process, candidates selected for hire will be required to undergo a background check and/or a credit check, depending on the specific position.