Administrative Assistant & Client Services Coordinator
hace 18 horas
San Diego
Stonebridge Law APC San Diego, California (UTC / La Jolla Area) About Stonebridge Stonebridge Law APC is a boutique trust & estate litigation and fiduciary advisory firm serving high-net-worth individuals, families, fiduciaries, and closely held family systems throughout California and beyond. Our practice is intentionally different from a high-volume traditional law office. We are building a calm, highly professional, concierge-style environment centered on discretion, responsiveness, operational excellence, and long-term client relationships. This role is not a traditional “assistant” position. We are seeking a highly capable right-hand operations and client services professional who wants to help build a refined, stable, long-term practice. The ideal candidate is organized, emotionally intelligent, detail-oriented, technologically comfortable, calm under pressure, and takes pride in creating order, continuity, and an exceptional client experience. Position Overview The Operations & Client Services Coordinator will serve as the operational backbone and front-of-house presence of the firm. This person will help manage workflow, client communications, scheduling, intake, document systems, billing coordination, office operations, and overall administrative continuity. You will work directly with the attorney/founder in a collaborative, high-trust environment. This role is ideal for someone who: • Enjoys creating calm and structure, • Is highly organized and dependable, • Communicates professionally and warmly, • Likes ownership and responsibility, • Prefers a sophisticated, low-drama environment, • Wants a long-term professional home rather than a temporary job Core ResponsibilitiesClient Experience & Communication • Serve as the primary front-of-house contact for clients and professional contacts, • Answer phones and emails professionally and promptly, • Coordinate client meetings, consultations, Zoom calls, and court-related scheduling, • Help maintain a calm, polished, concierge-style client experience, • Prepare conference rooms and client hospitality when needed, • Maintain discretion and professionalism with sensitive family and financial mattersOperations & Workflow Management, • Manage attorney calendar and scheduling priorities, • Assist with workflow tracking and follow-up systems, • Coordinate deadlines, reminders, and document organization, • Maintain digital and physical file systems, • Help ensure matters move efficiently and clients remain informed, • Coordinate with courts, opposing counsel, experts, fiduciaries, accountants, and other professionals as neededAdministrative & Billing Support, • Assist with engagement letters, intake forms, and new matter setup, • Coordinate billing cycles, invoices, retainers, and payment follow-up, • Help maintain evergreen retainer systems and administrative consistency, • Track operational tasks and office systems, • Assist with document assembly, scanning, PDF organization, and file managementOffice & Environment Stewardship, • Help maintain a refined, orderly, low-chaos office environment, • Coordinate supplies, vendors, office systems, and general operations, • Take ownership of front desk and client-facing presentation, • Support creation of a professional, stable, institutional atmosphere QualificationsRequired • Excellent organizational skills and attention to detail, • Strong written and verbal communication skills, • Professional demeanor and emotional intelligence, • Ability to handle confidential information discreetly, • Comfort with technology and willingness to learn systems quickly, • Reliability, consistency, and follow-through, • Ability to manage multiple priorities without creating chaosPreferred (but not required), • Prior experience in a law firm, professional services firm, fiduciary office, wealth management office, or high-end client service environment, • Familiarity with legal billing software, Microsoft Office, Adobe Acrobat, Clio, or similar systems, • Experience coordinating calendars, workflows, or executive support, • Interest in long-term operations, legal administration, or professional services management Compensation & Benefits • Target compensation: approximately $35–45/hour ($65,000 - $85,000) depending on experience and fit, • 401K with 2.5% company match (eligible after 90 days), • Full-time preferred, but will consider part-time/reduced hours, • Performance bonus potential, • Paid time off, • Professional development opportunities, • Long-term growth opportunity within the firm, • Stable, respectful, low-drama work environment The Right Fit This role is best suited for someone who values professionalism, calm competence, ownership, and long-term stability. We are not looking for a chaotic “hustle culture” personality. We are looking for someone who enjoys helping create a high-functioning, refined environment where clients feel taken care of and important work gets done thoughtfully and consistently. The right candidate will become an important long-term part of the firm. Location San Diego / UTC–La Jolla area. In-person preferred, though some flexibility may be available for the right candidate. To Apply Please submit: • Resume, • Brief cover letter or short note explaining why this role interests you