Client Onboarding Specialist Legal Operations

About the RoleWe are seeking a highly organized and detail-oriented Client Onboarding Specialist to manage the client intake and onboarding process in a fast-paced legal environment. This role is responsible for coordinating conflict checks, engagement letters, matter opening, workflow tracking, and stakeholder communications while ensuring accuracy and compliance throughout the onboarding lifecycle.The ideal candidate thrives in high-volume environments, communicates proactively, and takes ownership of requests from initiation through completion.
Key ResponsibilitiesManage the full lifecycle of client onboarding requests from intake to matter setup.Coordinate conflict checks and engagement letter preparation.Open and maintain client matters within internal systems.Track pending items, approvals, blockers, and follow-ups across multiple requests.Communicate proactively with attorneys, paralegals, accounting, and operations teams.Monitor and manage requests through shared inboxes, Outlook, and Microsoft Teams.Ensure accuracy of client information, documentation, instructions, and system entries.Follow onboarding procedures and established workflows while exercising sound judgment when exceptions arise.Research and troubleshoot issues before escalating.Identify process improvements and contribute to operational efficiency initiatives.Maintain detailed records and status updates on all active requests.
Required QualificationsStrong organizational and prioritization skills in high-volume environments.English Advanced (b2+,c1)Exceptional attention to detail.Excellent written and verbal English communication skills.Ability to follow detailed instructions and established processes.Proactive communication style with consistent status updates and follow-ups.Strong problem-solving and critical-thinking abilities.Advanced proficiency in Microsoft Outlook, Word, and Teams.Ability to manage competing priorities and shifting deadlines.Ownership mindset and commitment to delivering completed outcomes.Preferred QualificationsExperience in law firms, legal operations, or professional services environments.Experience with client intake, conflict checks, engagement letters, or matter management.Experience using Clio, PageLightPrime, or similar practice management platforms.Ideal ProfileHighly detail-oriented and process-driven.Comfortable managing multiple projects simultaneously.Professional and confident when communicating with attorneys and senior stakeholders.Self-motivated, accountable, and solutions-oriented.Able to work independently while collaborating effectively with cross-functional teams.