Client Services Coordinator

Hougum-Law-Firm,-LLC; Rhinelander (WI); On-site; USD 22,000 - 30,000; Full time

Benefits offered by this job

Competitive compensation

Paid time off

Health/dental/vision insurance

401(k) with employer-match

Professional growth

Team-oriented workplace

Job summary

Hougum Law Firm, LLC in Rhinelander, Wisconsin, seeks a Client Services Coordinator to join our client-facing team. You will handle calls, emails, and in-person inquiries, support client intake, and help schedule appointments to ensure a welcoming, organized experience.

In this full-time, in-office role, you will collaborate with attorneys and paralegals, manage client files, input data into our case management system, and assist with engagement materials and events.

Qualifications

• 1–2 years in client services, call center, or legal-administrative role.
• Strong phone-based communication skills: speak professionally, clearly, and patiently with clients.
• Excellent organizational skills, detail-oriented, able to manage multiple tasks and shifting priorities.
• Proficient with Microsoft Office; ability to learn new case-management tools.
• Hybrid environment experience preferred (office + remote as needed).

Responsibilities

• Serve as primary contact via phone, email, and in-office interactions.
• Manage client intake: screenings, data entry, file setup, engagement materials.
• Schedule and coordinate appointments (in-office or virtual) with reminders.
• Maintain excellent client relations with timely, friendly communication.
• Collaborate with attorneys, paralegals, and staff to move matters forward.
• Monitor workflow and client status; update systems and deadlines.
• Support client experience: handle high call volume and document outcomes.
• Assist with data entry, document scanning, file maintenance, and reports.
• Adhere to confidentiality and regulatory requirements.

Skills

Client services

Call center

Customer service

Legal-administrative

Tools

Microsoft Office

Case management software

Job description

Description

Job Title: Client Services Coordinator
Type: Full-time, In-office
Location: Rhinelander, Wisconsin
Industry: Estate Planning & Elder Law

About Us

Hougum Law Firm, LLC is an estate-planning law firm dedicated to serving families and individuals across Wisconsin. Our mission is to help clients protect their legacies, simplify the complex, and provide peace of mind. We value professionalism, empathy, excellent client experience, and teamwork.

Position Overview

As our Client Services Coordinator, you will be a key member of our client-facing operations team. You’ll handle inbound and outbound calls, support client intake, assist in appointment scheduling, and ensure our clients feel supported, informed, and cared for throughout their experience. This is an onsite role in our Rhinelander, WI office.

Key Responsibilities

• Serve as a primary point of contact via phone, email, and in-office interactions: greet clients, handle incoming phone calls, respond to client inquiries, and transfer or elevate as needed.
• Manage client intake: conduct initial screenings, collect and input client data into our case management system, set up client files, prepare engagement materials.
• Schedule, confirm, and coordinate client appointments (in-office or virtual), including confirmations, reminders, calendar management, and follow-up rescheduling as needed.
• Maintain excellent client relations: provide timely, friendly, clear communication; anticipate client questions; ensure a smooth, welcoming experience.
• Work closely with attorneys, paralegals, and other support staff to ensure client matters move forward smoothly.
• Track workflow and client status: monitor file progression, update status in systems, identify bottlenecks, and assist in maintaining deadlines.
• Support client experience operations: handle high volume of inbound calls, maintain quality and professionalism, document call outcomes, and measure key metrics.
• Assist with various administrative tasks: data entry, document scanning, file maintenance, preparing correspondence, generating reports, and supporting special events or workshops when required.
• Adhere to firm policies and legal-industry best practices regarding confidentiality, professionalism, and regulatory compliance.

Required Qualifications

• Minimum of 1–2 years experience in a client services, call center, customer service, or legal-administrative role.
• Strong phone-based communication skills: ability to speak professionally, clearly, and patiently with clients.
• Excellent organizational skills, detail-oriented, able to manage multiple tasks and shifting priorities with minimal supervision.
• Proficient with Microsoft Office (Word, Excel, Outlook); ability and willingness to learn new software and case management tools.
• Comfortable and competent working in a hybrid environment: splitting time between office (Wausau) and remote work as required.
• Positive, empathetic, solution-oriented approach to client service—especially important in estate-planning contexts where clients may be dealing with sensitive or emotional issues.
• High level of professionalism, strong work ethic, and ability to represent the firm well.
• Ability to maintain confidentiality and exercise discretion in all client interactions.

Preferred Qualifications (but not required)

• Experience working in an estate-planning, elder-law, or legal-services firm.
• Call-center experience with measurable metrics (e.g., volume of calls handled, conversion, service levels).
• Familiarity with legal CRM or case-management software (e.g., Clio, Lawmatics, MyCase).
• Notary public certification or willingness to become one.
• Knowledge of wills, trusts, powers of attorney, probate/estate-administration basics.

Schedule & Work Arrangement

• Typical hours: Monday-Friday, standard business hours (e.g., 8:00 a.m.–5:00 p.m.); occasional flexibility required (e.g., client seminars, outreach events).
• Full-time position; hourly rate to be determined based on experience.

Benefits

• Competitive compensation.
• Paid time off, holiday pay.
• Health, dental, vision insurance options.
• Retirement plan (401(k) or equivalent) with employer-match.
• Opportunity for professional growth within a firm focused on service, excellence, and a positive culture.
• Engaging, team-oriented workplace where your role directly contributes to clients’ peace of mind and our firm’s mission.

Why You Should Apply

If you bring strong client-service instincts, enjoy working in a dynamic, semi-remote environment, and want to contribute to meaningful work helping families through estate planning, you will thrive here. You’ll be part of a supportive team that values your voice, encourages initiative, and lets you grow.