Client Experience Coordinator or Law Firm Case Manager

Dental insurance
~ Health insurance
~ Training & development
~ Client Experience Coordinator or Law Firm Case Manager
Safe Harbor Law Firm

is seeking an experienced Client Experience Coordinator / Law Firm Case Manager for a full-time, in-office position at our Fort Myers office, located at 5237 Summerlin Commons Blvd, Fort Myers, FL.
Experience in estate planning, trusts, and probate is preferred. The Client Experience Coordinator / Law Firm Case Manager provides administrative and client service support to ensure a seamless, professional, and welcoming experience for every client. This role involves front-desk reception, client communication, appointment scheduling, document preparation, client file management, payment processing, and general office administration. The successful candidate will help maintain organized client records, coordinate with attorneys, and support the firms daily operations while contributing to client satisfaction and retention.
Respond to incoming phone calls with warmth, professionalism, and empathy.
Treat every inquiry—even at 4:30 PM on a Friday—with the same level of care and urgency.
Maintain a professional, welcoming, and organized office environment.
Calendar Management & Appointment Coordination

Manage calendars, prepare for meetings, and coordinate office appointments.
Calendar and organize important client dates, including birthdays and policy anniversaries.
Coordinate client meetings and ensure appointments are properly documented.
Client Documents & File Management

Assemble and organize client documents, binders, and files in both physical and digital formats.
Prepare and manage outgoing correspondence.
Handle document filing, scanning, organization, and management.
Use client management software and other firm-approved tools to manage client information and navigate multiple office and business revenue areas.
Maintain accurate records and ensure client documents are organized and accessible according to firm procedures.
Coordinate with attorneys regarding client concerns, compliments, special requests, and individual needs.
Help ensure clients receive timely communication and appropriate assistance.
Attend client signing meetings and assist with document witnessing.
Help develop and maintain a client satisfaction process.
Assist in collecting 5-star Google reviews in accordance with firm policies.
Fee Collection & Payment Management

Collect fees and manage client payments and deposits accurately.
Document and track transactions using the firms designated systems.
Office Administration & Operations

Monitor office supplies, maintain inventory, and coordinate supply ordering.
Help maintain an organized and professional office environment.
Assist with project creation, coordination, and management.
Complete other administrative tasks as needed to support daily operations.
Enthusiastically support the firms mission: “Protecting Families for Generations!”
Attend all client signing meetings to assist with witnessing documents.
Help improve client satisfaction and the overall client experience.
Demonstrate accountability, professionalism, and independent task management.
Enjoys helping clients and creating a welcoming, professional experience.
Maintains accurate records and handles documents carefully.
Comfortable with administrative work:

Experienced in scheduling, document preparation, file management, and office coordination.
Identifies tasks that need attention and takes initiative while following firm policies.
Handles confidential client information and financial transactions with discretion and integrity.
Adaptable:

Comfortable managing multiple responsibilities in a fast-paced professional environment.
2+ years of experience in administrative support, client services, case coordination, reception, or a similar role.
~ Experience in estate planning, trusts, probate, guardianship, or another legal setting is preferred.
~ Strong telephone and customer service skills.
~ Experience scheduling appointments and managing calendars.
~ Experience with client records, document management, and administrative software.
~ Comfortable using computers, email, scanners, printers, and office software.
~ Why Safe Harbor Law Firm?
At Safe Harbor Law Firm, we help families protect what matters most through estate planning, probate, trust administration, and related legal services. We are looking for someone who takes pride in being dependable, organized, compassionate, and committed to helping our clients feel supported throughout their interactions with the firm.