At DYADlaw, P.C., we are committed to helping immigrants achieve their American Dreams. The Client Onboarding Coordinator welcomes newly retained clients, guides them through the administrative onboarding process, coordinates contracts and initial payments, organizes required documentation, and prepares accurate case handoffs to the legal team. The position requires bilingual communication, empathy, discretion, accuracy, and consistent follow-through.

Essential Duties and Responsibilities

Client Welcome & Communication

• Conduct bilingual welcome calls, explain administrative onboarding steps, timelines, document requests, and points of contact.

• Communicate clearly and empathetically with clients facing stressful immigration circumstances; confirm understanding and document follow-up needs.

• Respond to client questions within assigned scope and refer legal questions, strategy, and advice to authorized legal professionals.

• Coordinate timely, accurate, and compassionate client onboarding from initial welcome through administrative readiness for legal-team handoff, while remaining within authorized non-attorney duties.

Contracts, Signatures & Initial Payments

• Coordinate engagement agreements, electronic signatures (including iSign), and outstanding contract requirements under approved procedures.

• Explain approved fee and payment procedures without modifying legal terms or providing legal advice.

• Verify and accurately record initial payments or retainers, escalate discrepancies, and follow approved financial controls.

Documentation, Records & Case Setup

• Request and track intake information and supporting documents; identify missing or inconsistent items for timely follow-up.

• Create and maintain accurate records, communication logs, and documents in the case-management system on the day of activity.

• Protect confidential client information and follow document handling, access, and retention protocols.

Handoff, Collaboration & Quality

• Prepare complete, organized, attorney-ready onboarding packets and coordinate handoffs with legal and operations teams.

• Track onboarding deadlines, open items, and client status; escalate delays, sensitive issues, and quality concerns promptly.

• Participate in training, coaching, quality checks, and approved process improvements.

Scope of Authority

• This is an administrative coordination role. The employee may communicate approved procedural information but must not provide immigration or other legal advice, interpret legal rights, promise outcomes, or independently alter engagement terms. Legal questions are referred to attorneys or authorized legal staff.

Required Qualifications

• Professional fluency in English and Spanish, written and spoken.

• One to two years of client-facing service, intake, onboarding, or comparable coordination experience.

• Strong attention to detail, follow-through, organizational skills, and ability to manage multiple deadlines.

• Ability to use case-management systems, electronic signatures, office productivity tools, and confidential records securely.

• Professional communication, empathy, cultural sensitivity, and sound escalation judgment.

• Availability to perform essential on-site duties in Vista, California.

Preferred Qualifications

• Experience in immigration law, another legal-services environment, healthcare, or a regulated service setting.

• Experience coordinating client agreements, payment collection, or document-heavy intake workflows.

• Familiarity with iSign, client relationship management, or legal case-management platforms.

Essential Functions and Work Requirements

• Perform sustained computer work, detailed data entry, telephone/video communication, and review of contracts and client documents.

• Manage concurrent client onboarding tasks and deadlines, including time-sensitive follow-up and team handoffs.

• Maintain confidentiality and professional communication in emotionally sensitive client interactions.

• Perform essential functions with or without reasonable accommodation; DYADlaw will consider reasonable accommodations consistent with applicable law.

We are a legal services company dedicated to providing personalized legal guidance and support to individuals. Our mission is to protect clients’ rights and interests by offering clear, reliable, and compassionate legal solutions tailored to each person’s unique situation.

Our team of experienced legal professionals is committed to delivering ethical, accessible, and client-focused service, ensuring confidence, trust, and peace of mind throughout every stage of the legal process.