Intake Coordinator/Legal Assistant - Trusts & Estates

Perkins Thompson is seeking a detail-oriented, client-focused Intake Coordinator/Legal Assistant to join our busy Trusts & Estates practice. Due to renovations occurring in our Portland office, this position will be based out of our Kennebunk office until approximately mid-September 2026. Upon completion of renovations, the position will be based out of our Portland office. The successful candidate will be the first point of contact for new and existing clients of the Trusts & Estates department and will play a key role in ensuring efficient intake, exceptional client service, and high-quality administrative support. A professional demeanor, strong organizational skills, and a genuine commitment to client care are essential for success in this role. Key Responsibilities Reception & General Department SupportServe as the initial point of contact for all Trusts & Estates inquiriesGreet visitors and clients and assure they are made comfortableAnswer and route incoming calls accuratelyProcess incoming and outgoing mailOrder and maintain department suppliesSchedule and document department meetingsSupport referral relationships through timely, thoughtful acknowledgments and notes Intake & Initial ConsultationScreen potential clients per department protocolConduct preliminary conflict checksSchedule initial consultations and prepare required formsTrack and monitor completion of consultation forms in database Client Onboarding & File ManagementConduct additional conflict checks as neededDraft and manage completion of engagement agreementsCreate, organize, and maintain client files and active matter records Document Execution & RecordkeepingSchedule signing appointments and coordinate logistics (witnesses, rooms, etc.)Assemble estate planning documents for signatureRecord documents with county registries when applicableSecurely handle and store original client documents in accordance with firm policy  Qualifications & SkillsStrong critical thinking and problem-solving skills with the ability to assess situations, anticipate needs, and offer practical solutionsAbility to manage multiple priorities and adapt in a fast-paced environmentStrong technical aptitude; quick to learn new software and systemsProficiency with Microsoft Outlook, Word, Excel, signature/file share platforms, and document management systemsExcellent communication skills—both written and verbalExceptional attention-to-detail and proofreading skillsSound judgment, discretion, and the ability to handle sensitive client matters with compassionComfortable using office equipment including scanners, copiers, and multi-line phones Physical & Work Environment RequirementsAbility to sit and work at a computer for extended periodsMust be able to lift up to 20 pounds and reach overhead to access filesRoutine physical movement including walking, bending, kneeling, and standingPay: From $24.00 per hourHours: Full-time, 40 hours per week