Administrative and Client Services Coordinator

Accountabilities: Follow up with current clients by phone, email, and SMS to ensure they receive appropriate support and to address outstanding needs. Conduct outbound calls, reconnect with former clients, share relevant information about upcoming seminars and business activities, and schedule appointments. Monitor client satisfaction, upcoming appointments, service requirements, and pending matters. Act as a communication link between leadership and the broader team, coordinating requests, follow-ups, and information flow. Provide executive and personal administrative support, including calendar management, email correspondence, appointments, reminders, and recurring commitments. Maintain organized task lists and proactively track deadlines, priorities, and outstanding responsibilities. Monitor team activities and provide visibility into ongoing work, priorities, and follow-up requirements. Maintain accurate client interactions and follow-up records in Lawmatics, Clio, and other relevant systems. Use CRM workflows and communication tools to support consistent client outreach and prevent missed follow-ups. Organize assignments, deadlines, and priorities using Asana or similar project management platforms. Coordinate legal, client service, administrative, marketing, cash flow-related, and personal priorities, adapting quickly to changing needs. Provide administrative and logistical support to the marketing team, coordinating activities, deadlines, communications, and scheduling. Support marketing initiatives related to real estate matters and other business activities. Use Cytracom or similar communication platforms to manage professional phone interactions. Assist with reporting, status updates, administrative tracking, and operational coordination. Support the Client Service Coordinator team with administrative activities, scheduling, client communications, and relationship management. Identify opportunities to improve workflows, organization, communication, and administrative efficiency. Anticipate upcoming needs and take initiative to keep projects, client communications, and executive priorities moving forward. Handle sensitive client, business, and personal information with confidentiality and discretion. Requirements: Full-time availability during 8:00 AM to 5:00 PM EST/EDT. Professional proficiency in written and spoken English, with clear and confident verbal communication skills. Previous experience in administrative support, executive assistance, personal assistance, client services, or a similar professional role. Experience in a law firm or legal services environment is preferred. Previous experience supporting attorneys, executives, business owners, or professionals managing competing priorities is an advantage. Comfortable communicating with current and former clients through phone calls, email, and SMS. Ability to conduct outbound calls, manage client follow-ups, and coordinate appointments. Strong skills in calendar management, email organization, task tracking, and prioritization. Ability to balance legal client matters, administrative responsibilities, marketing activities, cash flow-related follow-ups, and personal tasks. Experience providing marketing administration and coordinating logistics with marketing teams. Strong technology skills and the ability to learn new software, systems, and workflows quickly. Familiarity with Lawmatics, Clio, or comparable legal practice management and CRM platforms. Experience with Asana or similar task and project management tools. Familiarity with Cytracom or comparable VoIP communication platforms. Understanding of CRM-based follow-up workflows, including email and SMS communications. Excellent organizational and time management skills, attention to detail, and the ability to multitask effectively. Strong customer service orientation, proactive problem-solving abilities, resourcefulness, and adaptability. Ability to work independently, anticipate needs, and take initiative while remaining dependable and team-oriented. Strong sense of ownership, accountability, professional discretion, and commitment to supporting shared goals. Benefits: Monthly compensation: USD $1,040–$1,100. Remote work: Opportunity to work remotely from Brazil. Full-time schedule: 8:00 AM–5:00 PM EST/EDT (United States time). No additional benefits, such as healthcare, paid leave, or allowances, are specified in the job description.