Record and Client Care Assistant

Record And Client Care Assistant

The Record and Client Care Assistant serves as an essential administrative and operational support role within the law office, with primary responsibility for file and records management (approximately 70% of duties) and secondary responsibility for frontoffice/client services support (approximately 30% of duties). This position ensures the accurate processing, organization, retrieval, maintenance, and return of client files while also supporting the overall client experience through professional communication, phone coverage, scheduling support, and administrative assistance. This position is in office Monday - Friday 8am-5pm.

The ideal candidate is highly organized, detail-oriented, solution-focused, and capable of managing confidential information with professionalism and discretion. This role requires strong communication skills, the ability to multitask in a fast-paced environment, and a commitment to providing exceptional service to clients and team members.

Responsibilities

• Process incoming file requests for upcoming reviews and original file returns to current and past clients.
• Communicate professionally with previous and incoming clients regarding estate file returns and required documentation.
• Maintain confidentiality and safeguard sensitive client information in compliance with firm policies and procedures.
• Research, coordinate, and manage retrieval and return of files from offsite storage facilities.
• Retrieve and organize archived digital records from firm servers and databases.
• Consolidate and organize documents and digital records into complete client files.
• Facilitate, track, and complete digital and physical file returns to clients, including mailing and electronic delivery.
• Scan, copy, disassemble, organize, and reassemble estate planning files of various sizes.
• Identify, separate, and index documents within client files.
• Maintain organized electronic and physical filing systems.
• Coordinate file-related projects, including indexing files, processing acquired practice files, and organizing archived materials.
• Assist management in improving records management processes and operational efficiencies.
• Process incoming and outgoing office mail related to client records and documentation.
• Update and maintain client records and databases.
• Prepare and process client documents and matters in advance of meetings and reviews.

Client Services & Administrative Support (Approximately 30%)

• Answer, screen, and route incoming calls professionally and courteously.
• Serve as a welcoming first point of contact for clients, visitors, and prospective clients in person, by phone, and via email.
• Conduct initial phone screening for prospective clients by gathering information, answering questions, and explaining firm procedures and services.
• Listen to client concerns with empathy and provide appropriate assistance or direction.
• Support attorneys and team members with calendar management, appointment scheduling, meeting confirmations, and schedule updates.
• Assist with marketing event preparation, event registration tracking, and client communications.
• Provide general administrative support to attorneys and staff as needed.
• Maintain conference rooms, reception areas, and common office spaces throughout the day.
• Monitor and maintain office supply inventory and coordinate supply ordering.
• Assist with additional administrative projects and responsibilities as assigned.

Required Skills & Qualifications

• Excellent organizational and time management skills.
• Strong verbal and written communication skills.
• Exceptional attention to detail and accuracy.
• Professional phone and client service etiquette.
• Ability to maintain confidentiality and handle sensitive information.
• Ability to multitask and adapt in a fast-paced, dynamic environment.
• Strong interpersonal and team collaboration skills.
• Computer proficiency, including Microsoft Office and database/CRM systems.
• Experience with Lawcus or similar systems preferred.
• Ability to type a minimum of 45 WPM preferred.
• Valid California driver's license and reliable transportation required for occasional travel between office locations.

Education & Experience

• High school diploma required; Bachelor's degree preferred but not required.
• Minimum of 2–4 years of administrative, records management, client service, or law firm experience preferred.