Client Services Coordinator

Rampulla & Newstad LLP; New York (NY); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Paid lunch

PTO: 2 weeks

Job summary

Rampulla & Newstad LLP, located in Staten Island, NY, seeks a Client Services Coordinator to be the welcoming face and steady voice for clients during important life events. You will manage a high volume of calls, enroll clients in workshops, and maintain organized records to support estate planning and elder law services.

This on-site role rewards empathy, strong communication, and reliability. You’ll collaborate with attorneys and staff to deliver a warm, efficient client experience and

Qualifications

• Excellent client-facing communication and empathy in sensitive situations.
• Strong multitasking and attention to detail in a high-volume setting.
• Proficiency with Microsoft 365, Teams, Zoom, and Actionstep; openness to AI workflows.
• Punctual, dependable, and eager to grow within the firm.

Responsibilities

• Serve as the first point of contact managing a high volume of inbound calls, greeting clients and visitors, providing exceptional client service, gathering information accurately, and ensuring inquiries are efficiently routed to the appropriate team members.
• Gather and accurately enter prospective client information into Actionstep, assess client needs, maintain organized client records, and ensure timely and accurate updates to client files and case management systems.
• Explain the value of the firm's educational workshops and services, encourage attendance, manage registrations, follow up with prospective clients, and guide clients through the next steps in the estate planning process.
• Schedule and coordinate consultations, design meetings, signing appointments, and workshops while maintaining accurate calendars, confirming appointments, and supporting firm scheduling needs.
• Welcome clients, prepare conference rooms, assist with meeting logistics, ensure a professional office environment, and create a warm, white-glove client experience throughout each visit.
• Prepare engagement agreements and client folders, process incoming documentation and payments, scan and organize records, maintain client files, and assist with other administrative tasks that support efficient daily operations.
• Communicate with attorneys and team members regarding client needs, provide timely updates, coordinate follow-up activities, and assist with firm projects, meetings, and operational initiatives as needed.
• Maintain accurate client communications, ensure timely responses to calls and emails, support firm workflows, embrace new technologies and AI-enabled processes, and contribute to continuous improvements that enhance both the client experience and operational efficiency.

Skills

Client-facing

Organizational skills

Tech proficiency

Reliability

Empathy

Communication

Tools

Microsoft 365

Teams

Zoom

Actionstep

AI tools

Job description

Are you driven by a passion for delivering empathetic client experiences in a legal setting?

Do you excel at multitasking while maintaining a warm and professional demeanor?

Are you ready to be the friendly face and steady voice clients rely on during significant life events?

Do you thrive in a dynamic, client-focused environment where your organizational skills can shine?

Final question: When faced with a challenge, do you get excited or run away?

Founded with a mission to protect and empower clients through every stage of life, Rampulla & Newstad LLP is a trusted name in the legal community. Located in Staten Island, New York, we specialize in elder law, estate planning, business law, real estate, and more. Our team of professionals takes pride in offering compassionate, personalized legal services that address our clients’ greatest concerns and future hopes.

Our firm’s ethos is rooted in education and accessibility. By offering free workshops and detailed consultations, we ensure that our clients are informed and prepared to make the best decisions for their families or businesses. We are proud that many first-time clients seeking advice on real estate or estate planning become lifelong partners, trusting us with a diverse array of legal needs throughout the years. Our reputation for excellence is reflected in the positive testimonials from our clients, who appreciate our emphasis on building strong, lasting relationships.

The Client Services Coordinator is a cornerstone role within our firm, vital to upholding our commitment to exceptional client experience. As the welcoming face and reassuring voice for prospective and current clients, you will play a pivotal role in ensuring smooth interactions and fostering trust. This role is crucial for maintaining our firm's reputation and supports our mission by ensuring each client interaction feels personal and impactful.

What you’ll do:

• Client Communication & Front Desk Operations: Serve as the first point of contact by managing a high volume of inbound calls, greeting clients and visitors, providing exceptional client service, gathering information accurately, and ensuring inquiries are efficiently routed to the appropriate team members.
• Client Intake & Records Management: Gather and accurately enter prospective client information into Actionstep, assess client needs, maintain organized client records, and ensure timely and accurate updates to client files and case management systems.
• Workshop Enrollment & Client Education: Explain the value of the firm's educational workshops and services, encourage attendance, manage registrations, follow up with prospective clients, and guide clients through the next steps in the estate planning process.
• Appointment & Calendar Coordination: Schedule and coordinate consultations, design meetings, signing appointments, and workshops while maintaining accurate calendars, confirming appointments, and supporting firm scheduling needs.
• Office Hospitality & Meeting Support: Welcome clients, prepare conference rooms, assist with meeting logistics, ensure a professional office environment, and create a warm, white-glove client experience throughout each visit.
• Administrative & Document Management: Prepare engagement agreements and client folders, process incoming documentation and payments, scan and organize records, maintain client files, and assist with other administrative tasks that support efficient daily operations.
• Attorney & Team Support: Communicate with attorneys and team members regarding client needs, provide timely updates, coordinate follow-up activities, and assist with firm projects, meetings, and operational initiatives as needed.
• Operational Excellence: Maintain accurate client communications, ensure timely responses to calls and emails, support firm workflows, embrace new technologies and AI-enabled processes, and contribute to continuous improvements that enhance both the client experience and operational efficiency.

What we’re looking for:

• Client-Facing Skills: High-level communication and empathy, especially in emotionally sensitive situations.
• Organizational Abilities: Strong multitasking and prioritization skills with acute attention to detail.
• Tech Proficiency: Comfortable using Microsoft 365, Teams, Zoom, and learning case management systems such as Actionstep. A willingness to adopt AI-enabled workflows and new technologies to improve efficiency is highly valued.
• Reliable Work Ethic: Punctual, dependable, and committed to professional growth within the firm.
• Preferred Experience: Experience in client services, hospitality, medical or dental offices, or other high-touch service environments is preferred. Legal experience is not required; we are looking for someone with empathy, professionalism, strong communication skills, and a willingness to learn. New York Notary status and a second language are valuable bonuses.

Why you should work here:

• Growth Opportunity: Join a growing firm where this role serves as a foundational member of an expanding Client Services team, offering long-term opportunities for increased responsibility and career advancement as the firm continues to grow.
• Supportive Culture: Work within a collaborative, family-oriented environment with a strong focus on employee development.
• Meaningful Work: Directly impact clients' lives by supporting their planning and legacy goals during key life events.
• Innovation & Learning: Be part of a firm that embraces continuous learning, process improvement, and the thoughtful adoption of new technologies and AI tools to better serve clients.
• Paid Lunch: Enjoy daily paid lunches during your workday.
• PTO: Accrual-based system with two weeks of paid time off annually.
• Work Environment: This is a fully on-site position based in Staten Island, Monday through Friday from 9:00 a.m. to 5:00 p.m., with participation in one evening client workshop per month and occasional travel for training opportunities.
• Potential Growth: As the firm grows, there may be opportunities for additional benefits and flexible schedules.