Client Services Representative

Caress Law, PC; Portland (OR); On-site; USD 27,000 - 39,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Paid time off

Paid sick leave

Disability insurance

Job summary

Caress Law, PC is seeking an organized, client-focused administrative professional for a full-time, on-site role in Portland, Oregon. You will welcome clients, manage intake, and prepare engagement letters while supporting billing, scheduling, and office operations.

Ideal candidates have 2–3 years of office or customer service experience, strong communication skills, and proficiency with MS Office and law practice software. The position offers benefits and opportunities for growth.

Qualifications

• Two to three years of office and/or customer service experience; law firm experience preferred or transferable skills.
• Able to thrive in a fast-paced, results-driven environment with accountability for metrics.
• Excellent verbal and written communication, professional engagement with clients and professionals.
• Strong attention to detail with editing and proofreading skills.
• Experience with time-tracking tools for daily activities and project tracking.
• Proficient with technology including MS Office 365, Adobe, SharePoint, Calendly and client management software (Clio, Lawmatics); quick to learn new software.

Responsibilities

• Serve as the welcoming face of the Firm, creating a warm, professional first impression and building lasting relationships with clients.
• Own the intake process for potential new and returning clients; follow up by phone within two hours, collect details, and keep records clean in the client management software.
• Prepare and send engagement letters promptly when requested by attorneys.
• Handle calls warmly, screen messages, and set reminders for appointments.
• Accurately collect payments and deposits and answer billing questions.
• Prepare conference rooms, ensure they are stocked and set up for meetings, and reset afterward.
• Schedule calls and meetings in Calendly and manage conference room bookings.
• Maintain smooth written communication; route emails and update client details in the software.
• Support team with mail, marketing efforts, and daily office operations.
• Maintain detailed time-tracking records per firm standards.

Skills

Customer service

Communication

Attention to detail

Time tracking

MS Office

Tools

Clio

Lawmatics

Calendly

SharePoint

Adobe

Job description

Core Values:

Why we do what we do is very clear. We care for our clients, their loved ones, and our community. By educating and helping our clients and the community, we provide peace of mind, create legacies, and protect our clients and their loved ones.

Our clients hire us because we care, we treat them with respect and compassion always, and we build strong and lasting relationships with them and their families.

The following values guide our work:

• Curiosity - We lead with curiosity-asking deeper questions to bring us to a point of clarity, choosing understanding over assumptions, remaining open to new perspectives, and meeting everyone with compassion, patience, and respect.


• Excellence - Our clients trust us because we commit to excellence. We work thoroughly and precisely, holding ourselves to high standards, validating and verifying every detail, and delivering quality the first time.


• Elevate - We elevate by going beyond what's expected, raising the standard even when good enough is acceptable, and continually seeking intentional opportunities to add value at every step.


• Growth - We commit to growth by embracing change, turning challenges into opportunities, improving our systems relentlessly, and growing personally and professionally-always moving the firm forward.


• Unwavering Integrity - We lead with honesty and transparency in all we do, keeping ourword, owning our outcomes, learning with integrity, and choosing what is right-even when it is difficult or unseen.


• Care - We bring care to every interaction through presence, patience, and thoughtfulness-with each team member personally invested in our clients, our company, and one another.

What You Will Do in Any Given Week

• Serve as the welcoming face of the Firm, creating a warm, professional first impression and building lasting relationships through attentive, consistent, and personal care.


• Own the intake process for potential new and returning clients. Follow up by phone within two hours of first contact, gather complete contact details and notes, and keep records clean in our client management software.


• Prepare and send engagement letters. Send them the same day an attorney requests them, or first thing the next morning for end-of-day requests.


• Handle calls warmly and accurately. Direct and screen calls, take accurate messages, and make reminder calls at least one day before upcoming appointments.


• Accurately collect paymentsand deposits as needed and field billing questions.


• Prepare conference rooms for every meeting. Make sure rooms are welcoming, stocked, and set up with the right materials. Reset them afterward.


• Schedule calls and meetings in Calendly and client management software and manage conference room bookings.


• Keep communication flowing. Respond to and route incoming emails, maintain accurate contact details for clients and referral sources, and open pending matters in our client management software.


• Support the team wherever needed. Assist with incoming and outgoing mail, marketing efforts, and opening and closing the office daily.


• Maintain detailed time-tracking records in accordance with Firm standards.

Qualifications

• Minimum of two to three years of office and/or customer service experience. Law firm experience preferred or demonstrated success with transferable skills.


• Proven ability to thrive in a fast-paced results-driven environment, holding yourself accountable for specific metrics within established timelines.


• Excellent verbal and written communication skills, with the ability to engage clients and professionals clearly and professionally.


• Strong attention to detail, with exceptional editing and proofreading skills.


• Experience with time-tracking tools for daily work activities and project tracking.


• Proficient with technology, including Microsoft Office 365, Adobe, SharePoint, Calendly and client management software (Clio, Lawmatics) and the ability to learn software quickly.

Compensation and Benefits

• Compensation starting at $24.00/hr, based on experience


• Health, dental, and vision insurance


• Long-term disability insurance


• Paid time off and paid sick leave


• A close-knit, collaborative team where your contributions are recognized, with opportunities for advancement and professional development

Schedule:

Full-time, non-exempt position, Monday through Friday, 8:30 a.m. to 5:00 p.m.

Caress Law is an equal opportunity employer. All qualified candidates are encouraged to apply. Caress Law is dedicated to creating a welcoming and inclusive process and providing reasonable accommodations to applicants with disabilities.