Sales Operations & Client Onboarding Specialist

Position Overview

New Leaf Family is a client-centered family law firm dedicated to guiding individuals and families through major life transitions with clarity, compassion, and structure. We combine strong legal advocacy with highly organized internal systems to ensure our clients experience a smooth, professional journey from their first consultation through case completion.

The Sales Operations & Client Onboarding Specialist oversees the full operational lifecycle of a client—from signed agreement to case closure. In this role, you will ensure clients are onboarded quickly and correctly, payments are processed and reconciled accurately, billing issues are resolved proactively, and internal teams have clear visibility into case status and financial standing.

Key Responsibilities

• Client Onboarding & Case Setup
  • Oversee onboarding for all newly signed clients, ensuring fee agreements, payment methods, and required documents are completed promptly.
  • Assign cases to appropriate attorneys or paralegal teams and complete all required opening tasks.
  • Serve as the primary quality checkpoint to ensure every new client file is fully prepared before legal work begins.
• Billing, Payments & Financial Oversight
  • Monitor daily payments, failed transactions, and trial fee progress.
  • Reconcile daily transactions and apply payments correctly in our systems.
  • Act as the primary point of contact for billing inquiries and payment issues between clients and the firm.
  • Liaise between clients, attorneys, paralegals, and leadership on complex billing matters.
  • Maintain accurate financial records to support compliance and reporting.
• Collections Oversight
  • Monitor collection progress for costs and trial fees, ensuring timely follow-up and documentation.
  • Oversee billing-related tasks delegated to accounting or support staff, ensuring accuracy and timeliness.
  • Maintain organized and professional client billing correspondence at all times.
• Case Management & Closure
  • Manage all case closure procedures, including disabling billing, collecting final costs, and archiving files.
  • Ensure all operational, financial, and administrative tasks are fully completed before a case is closed.
  • Provide continuity and accountability at both the beginning and end of the client lifecycle.
• Internal Support & Collaboration
  • Support the intake team by maintaining accurate scheduling data and updating calendars as needed.
  • Assist with overflow intake calls to collect initial information and schedule consultations.
  • Serve as a reliable operational resource for legal and administrative teams.

Required Qualifications

• Strong experience in sales operations, client onboarding, billing, or legal operations (law firm experience preferred but not required).
• Exceptional attention to detail with the ability to manage high-volume financial and administrative tasks.
• Comfortable working with billing platforms and handling client-facing financial conversations.
• Clear, professional communication skills, essential for addressing billing inquiries and ensuring internal clarity.
• Ability to balance independent decision-making with effective cross-team collaboration.
• Strong organizational skills with the capacity to manage multiple workflows simultaneously.
• A proactive, problem-solving mindset with a commitment to accuracy and follow-through.