Outreach and Intake Coordinator – Estate Planning

This is a fully remote position, open to applicants in United States.

📋 Description

• Make outbound calls and guide prospects through the intake process.

• Promptly, persistently, and systematically follow up with all leads.

• Assist in advertising initiatives aimed at boosting brand awareness and attracting qualified leads.

• Oversee direct email and direct mail campaigns targeting prospects, referral sources, and community contacts.

• Track progress against outreach, conversion, database management, and communication KPIs.

• Monitor lead activity, database growth, and the effectiveness of outreach efforts.

• Execute all follow-up and nurture campaigns in accordance with set timelines.

• Discover opportunities for community involvement, sponsorships, auctions, and outreach events.

• Organize and manage speaking engagements, educational presentations, and webinars.

• Build and maintain relationships with referral partners, community organizations, and local contacts.

• Enhance visibility and awareness of the firm's mission and services throughout the community.

• Prepare weekly reports on outreach activities.

• Coordinate the distribution of monthly membership newsletters.

• Conduct reminder calls for appointments prior to scheduled meetings.

• Ensure that prospects receive secure access to the client portal and pre-meeting materials.

• Maintain accurate and up-to-date records of prospects and leads within the CRM.

• Secure appointments and collect necessary payment information as required.

• Schedule 15-minute consultations and Life & Legacy Planning Sessions (LLPS).

⛳️ Requirements

• 2-3 years of experience in sales, business development, community outreach, intake coordination, client relations, or lead generation.

• Preferred experience in appointment setting, lead nurturing, and customer relationship management.

• Previous experience in estate planning, family wealth planning, legal services, or professional services environments is desired.

• Strong verbal and written communication skills in English are essential.

• Comfortable with networking, attending community events, expos, webinars, and public-facing engagements.

• Willingness to work occasional evenings and weekends as needed for outreach events and webinars.

• Proven ability to manage multiple priorities, deadlines, and follow-up activities simultaneously.

• Strong organizational, prioritization, and reporting skills.

• Capability to build relationships and engage confidently with prospects, referral partners, and community contacts.

• Proficient in Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Canva, Claude, Go High Level, Adobe, CRM, and database management systems.

• Skills in Community Outreach and Engagement.

• Competence in Business Development.

• Expertise in Sales and Persuasion.

• Experience in Lead Generation.

• Proficient in Lead Nurturing.

• Familiarity with Appointment Setting.

• Relationship Building capabilities.

• Commitment to Customer Service Excellence.

• Knowledge in CRM and Database Management.

• Experience in Marketing Coordination.

• Skills in Email Marketing.

• Experience in Event Planning and Coordination.

• Support in Public Speaking.

• Strong Communication Skills.

• Proficiency in Networking and Community Relations.

• Skills in Reporting and Analytics.

• Excellent Time Management.

• Strong Organization and Prioritization abilities.

• Commitment to Follow Through and Accountability.

• Detail-oriented approach.

• Self-motivated and results-driven mindset.

• Professional Judgment.

• Adaptability to changing situations.

• Proficiency in Technology.

• Persistence and Resilience in challenges.

• Strong Problem-solving skills.

• Capability for Collaboration and Teamwork.

🏝️ Benefits

• Competitive salary.

• Paid Time Off.

• Bonuses.

• 100% remote/home-based position.

• Full-time, long-term career opportunities.

• Parental Leave.

• Professional development and training.

• Dedicated team support.

• Alignment with our clients' core values.