Reception, Client & Data Coordinator Law Office of Margaret Jacobs & Kerry Rigas

About the Position:
The Law Office of Margaret Jacobs & Kerry Rigas PLLC is seeking a Reception and Client and Data Coordinator to serve as the gatekeeper and organizer of our fast-paced transactional real estate law office. This is more than just reception or data entry—this role is vital to ensuring the smooth flow, and efficient management of client files, information, and communications.

As the pulse of our office, you’ll oversee the flow of digital and physical client and file information, ensuring that our clients and business partners feel heard, valued and supported when interfacing with our office. Your role is critical in making sure that client and transaction-related information is efficiently and effectively received, organized, and distributed within our office.

Key Responsibilities:

• Client and File Management: Oversee and manage the intake and flow of client and transaction information and documentation, ensuring that the information is timely received, organized and distributed appropriately, and that all parties related to a transition (e.g, buyers, sellers, banks, real estate agents, attorneys, etc.) are coordinated and communicated with effectively.
• Communication and Interaction: Serve as the first point of contact for clients, business partners, and team members, providing professional, timely responses via email, phone, and in-person interactions. Greet clients warmly, and address concerns with understanding and empathy.
• Administrative and Office Support: Manage scheduling, maintain calendars and the flow of transactions through the office, draft correspondence, organize mail and documents, and assist our team by ensuring the data and information is correctly and efficiently entered and organized. Provide thorough administrative support to attorneys, including file organization, client management, and deadline tracking.
• Technology and Organization: Utilize G-Suite (Gmail, Google Docs & Drive), Microsoft Office, and other tools and software for digital file management related to transactional real estate closings (Qualia) and scheduling, and communication.
• Problem-Solving and Collaboration: Proactively resolve issues to ensure clients’ needs are met and work collaboratively with the team in a fast-paced environment.
• Professional Standards: Maintain a professional appearance and ensure the office is clean, organized, and welcoming.

About You:

You are a people-person with a talent for multitasking and staying organized. You thrive in a fast-paced, collaborative environment and enjoy taking ownership of tasks. You understand the importance of client confidentiality and compassion and can be entrusted to keep those confidences. You are quick with technology, love staying busy, and can pivot seamlessly between tasks while maintaining accuracy and attention to detail.

Qualifications:

• Experience: 2 or more years of professional office experience, ideally in a real estate, legal, or a fast-paced data-heavy environment.
• Education: High school diploma required; additional education or training preferred.
• Technical Skills: Proficiency in G-Suite, Microsoft Office, and familiarity with digital data/file management.
• Soft Skills: Strong interpersonal communication, problem-solving, attention to detail, and organizational skills.
• Local Candidate: Candidates must live locally or be able to commute reliably.

Compensation, Benefits, and Schedule Expectations:

• Salary Range: $45,000–$57,000 (Dependent on Experience)
• Benefits: Full health insurance premium, 15 PTO days, 15 paid holidays, 401(k) program.
• Schedule: Full-time, in-office role, Monday through Friday, 9:00 AM–5:00 PM. Part-time options available, dependent on experience and proficiency.

Why Join Us?
At The Law Office of Margaret Jacobs & Kerry Rigas PLLC, we pride ourselves on fostering a collaborative and supportive team environment. We are focused on providing an experienced and personal touch for each transaction, ensuring a smooth experience for clients and business partners alike. With office lunches, team-building activities, and hands-on collaboration, you’ll feel like part of a close-knit group (including within the overall Upper Valley real estate community). Our transactional real estate work across New Hampshire and Vermont is fast-paced but highly rewarding, and we’re committed to creating a workplace where our team members can thrive, add value to each transaction, and grow.

How to Apply

If this opportunity excites you and aligns with your expertise, we look forward to meeting with you. We will reach out to all candidates that meet our firm’s criteria and culture.

No direct or agency inquiries, please.