Position Overview:

The Intake Specialist manages the initial stages of the client journey, from first contact through consultation scheduling and follow-up. As the primary liaison for prospective clients, you will gather accurate information, identify client needs, explain the firm’s services and consultation process, and coordinate with attorneys and client service teams to connect clients with the appropriate practice area. The Intake Specialist is instrumental in building early trust and ensuring prospective clients feel heard, supported, and confident we can address their unique concerns.

The ideal candidate is a client-focused communicator who approaches sensitive conversations with empathy, patience, and sound judgment. Success in this role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities. Your compassion and expertise will set the tone for the entire client experience. We are looking for someone who takes pride in being helpful and dependable, and who can guide prospective clients through the intake process with genuine care and professionalism.

What You Will Do:

·        Serve as the first point of contact for prospective clients.

·        Triage inquiries and interact with clients with warmth and compassion.

·        Handle sensitive client and family information with discretion and confidentiality.

·        Explain firm services and the consultation process clearly.

·        Match prospective clients with appropriate firm services and schedule consultations.

·        Manage and respond to messages, email, and CRM within one business day.

·        Recognize time-sensitive inquiries and promptly escalate.

·        Maintain accurate, detailed records of all client communications in the CRM.

·        Monitor the intake pipeline and proactively follow up to keep next steps moving.

·        Draft retention agreements for intake and other staff as needed.

·        Process retention agreements and associated invoices.

·        Support attorneys and client service teams with scheduling and coordination.

·        Track and report on lead sources, conversion rates, and other key intake metrics.

·        Participate regularly in team meetings and contribute insights based on client trends.

·        Identify opportunities to improve the intake process and client onboarding journey.

What We Are Looking For:

·        Excellent verbal and written communication skills.

·        Strong relationship-building skills and a genuine interest in helping others.

·        Comfortable communicating with older adults, family members, and professional referrals.

·        Ability to listen actively, identify client needs, and match them to appropriate legal services.

·        Able to remain calm and supportive when clients face stressful situations.

·        Balance compassionate service while efficiently scheduling consultations.

·        Highly organized with the ability to manage multiple priorities simultaneously.

·        Detail-oriented and comfortable working with data and reporting.

·        Proactive, dependable, and solutions-focused, with the ability to work independently.

·        Deeply committed to delivering an exceptional client experience.

·        Familiarity with Clio or similar CRM software (preferred).

Education & Experience:

·        High school diploma or equivalent required.

·        Bachelor's degree in business, marketing, communications, or a related field preferred.

·        Previous experience in client intake, customer service, sales support, or client onboarding highly desirable.

·        Experience working in a law firm is a plus.

Why You'll Love Working at Dillman & Owen:

·        Make a meaningful difference in the lives of individuals and families during important and often difficult life transitions.

·        Serve as a welcoming and supportive first point of contact.

·        Guide individuals toward the legal and support services that fit their unique needs.

·        Partner with an interdisciplinary team of attorneys, elder care coordinators, legal assistants, paralegals, administrative professionals, and business services team members.

·        Work in an environment where your ideas and contributions truly matter.

·        Grow your career through mentoring, professional development and continuing education.

·        Leverage technology and tools to improve efficiencies.

·        Join a culture of compassion, collaboration, innovation, and excellence.

Employee Benefits:

·        Competitive compensation

·        Comprehensive benefits package

·        401(k) plan with 4% company match

·        Twelve paid holidays and a discretionary time-off policy

·        Company-paid short-term and long-term disability coverage

·        Company-paid life insurance in the amount of $50,000

·        Complimentary estate planning services for employees and their spouses

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How to Apply:

Qualified candidates should submit a resume, cover letter, and references to Lesa Moore at lmoore@dillman-owen.com.

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Job Title: Litigation Legal Assistant

Employment Type: Full-Time

Hybrid Work: Remote, Noblesville and Indianapolis, Indiana

Schedule: M-F | 8:30 AM–5:00 PM

ABOUT THE FIRM

Dillman & Owen Estate and Elder Law is a growing and dynamic law firm dedicated to serving the legal, financial, and care needs of aging individuals and their families. We specialize in elder law, estate planning, guardianship, probate, real estate and litigation. Our team is committed to delivering exceptional client service through collaboration, compassion, and professional excellence. Our firm is looking for a detail-oriented, proactive Legal Assistant to support our legal teams and help us deliver exceptional service to our clients.

ABOUT THE ROLE

The Legal Assistant provides administrative and litigation support to attorneys and paralegals handling guardianship, probate, and litigation matters. This position plays a vital role in ensuring cases move efficiently by coordinating schedules, preparing legal documents, managing case files, and maintaining accurate records.

The ideal candidate is highly organized, detail-oriented, proactive, and enjoys working in a fast-paced legal environment. Success in this role requires excellent communication skills, strong attention to detail, collaboration, and the ability to manage multiple priorities while providing exceptional service to clients and the legal team.

WHAT YOU WILL DO

·        Provide administrative support to our guardianship, probate, and litigation teams.

·        Manage and track case files to ensure timely document collection and deadline compliance

·        Prepare, proofread, and electronically file legal documents including motions, petitions, pleadings, and proposed orders

·        Coordinate and schedule meetings, mediations (including Zoom), depositions, and court reporters

·        Assist attorneys and paralegals with hearing, trial, mediation, and deposition preparation

·        Facilitate document processing, scanning, and time capture for attorney billing.

·        Perform quality control on outgoing correspondence and filings and oversee mail tracking and proof of service.

·        Provide notary services, obtain certified documents and EINs

·        Handle publication communications and courier services as needed

·        Communicate professionally and consistently with clients, courts, and external vendors

WHAT WE ARE LOOKING FOR

·        3-5 years of experience in a legal administrative or legal assistant type role

·        Excellent organizational skills with exceptional attention to detail

·        Strong written and verbal communication skills, with excellent attention to detail

·        Ability to manage multiple priorities and meet deadlines in a fast-paced environment

·        Professional demeanor and commitment to outstanding client service

·        Ability to work independently while collaborating with a team

·        Proficiency with Microsoft Office (Word, Excel, Outlook)

·        Proficiency with Clio or other legal practice management software preferred

EDUCATION

·        High school diploma or equivalent required

·        Legal assistant certificate, associate's degree or coursework in Legal Studies preferred

WHY YOU'LL LOVE WORKING AT DILLMAN & OWEN‍

·       Be part of a mission-driven team dedicated to helping individuals and families navigate complex legal challenges

·       Work in a collaborative environment where your contributions matter

·       Grow your legal career with a firm that values professional development and continuing education

·       Receive mentoring from experienced attorneys who are invested in your professional development and long-term success

·       Collaborate with an interdisciplinary team of attorneys, client care advocates, legal assistants, paralegals, and administrative professional

·       Benefit from intentional integration of technology and tools focused on improving efficiency

·       Experience a strong firm culture focused on compassion, professionalism, collaboration, innovation, and excellence.

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EMPLOYEE BENEFITS

·        Competitive compensation and comprehensive benefits package

·        401(k) plan with company match

·        Eleven paid holidays and discretionary time off policy

·        Company-paid short-term and long-term disability coverage

·        Company-paid life insurance in the amount of $50,000

·        Complimentary estate planning services for employees and their spouses

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HOW TO APPLY

Qualified candidates should submit a resume, cover letter, and references to Lesa Moore at lmoore@dillman-owen.com.

www.dillman-owen.com

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ABOUT THE FIRM

At Dillman & Owen Estate and Elder Law, we are passionate about helping individuals and families navigate estate planning, elder law, asset protection, and long-term care planning matters with compassion, professionalism, and thoughtful guidance. We are seeking an Estate Planning Attorney who combines strong legal acumen with excellent communication skills, sound judgment, attention to detail, and a client-centered approach to practice. This is an excellent opportunity for an attorney who values sophisticated client counseling, collaborative practice, and building trusted long-term client relationships.

ABOUT THE ROLE

The Estate Planning Attorney will work directly with clients and families to design and implement comprehensive estate plans tailored to each client’s goals, family dynamics, financial circumstances, and long-term planning objectives. The ideal candidate is relationship-oriented, intellectually curious, and passionate about helping families navigate important life decisions. This role works closely with attorneys, legal assistants, paralegals, care coordinators, and administrative team members to provide an outstanding and seamless client experience from start to finish.

POSITION RESPONSIBILITIES

Client Counseling & Estate Planning

• Counsel clients regarding estate planning strategies, including wills, revocable and irrevocable trusts, powers of attorney, healthcare directives, and related planning instruments
• Analyze client objectives, family dynamics, and financial considerations to recommend and develop appropriate planning solutions
• Explain legal concepts clearly and compassionately, particularly during sensitive or emotional situations
• Identify potential risks or gaps in client plans and address them proactively

Drafting & Matter Management

• Draft, review, and finalize estate planning documents with accuracy, attention to detail, and thoughtful customization    
• Ensure all work products comply with applicable law, regulations, ethical standards, and firm procedures
• Review work prepared by support staff and provide guidance and feedback as needed

Case Management & Client Communication

• Manage an active caseload while meeting deadlines and productivity expectations
• Maintain organized, accurate, and up-to-date client files within the firm’s practice management system
• Provide timely updates to clients regarding the status of their matters
• Coordinate with legal assistants, paralegals, and administrative staff to move matters forward smoothly

Team Collaboration & Firm Contribution

• Work collaboratively with attorneys and staff across the firm
• Participate in internal training, process improvement, and mentoring initiatives
• Uphold firm values and contribute positively to firm culture  
• Participate in educational seminars, community outreach, and firm development efforts

QUALIFICATIONS & SKILLS

• Juris Doctor (JD) from an accredited law school
• Licensed and in good standing to practice law in Indiana
• Prior experience in estate planning, elder law, probate, or related practice areas preferred
• Strong legal writing, analytical, and communication skills
• Demonstrated ability to manage multiple matters and deadlines effectively
• Professional demeanor and commitment to high-quality client service
• Collaborative mindset and team-oriented approach to practice

WHY YOU’LL LOVE WORKING AT DILLMAN & OWEN

• Meaningful work serving families and individuals during important life transitions
• Dedicated Business Services team support and robust practice management systems
• Thoughtful integration of technology and AI tools where legally and ethically appropriate
• Professional development support through approved memberships, continuing education, and professional subscriptions
• Strong firm culture focused on compassion, professionalism, collaboration, and excellence
• Competitive compensation and comprehensive benefits package
• 401(k) plan with up to 4% company match
• Company-paid short-term and long-term disability coverage
• Company-paid life insurance in the amount of $50,000
• Complimentary estate planning services for employees and their spouses

HOW TO APPLY

Qualified candidates should submit a resume, cover letter, and two writing samples to Lesa Moore at lmoore@dillman-owen.com.

We look forward to hearing from you!

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Firm Overview:

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Dillman & Owen Estate and Elder Law is a growing and dynamic law firm dedicated to serving the legal, financial, and care needs of aging individuals and their families. We specialize in elder law, estate planning, guardianship, probate, real estate and litigation. Our firm is seeking a motivated Litigation Associate with 3+ years of experience who is eager to develop their litigation skills while working on contested guardianship, probate, and related litigation matters.

Job Responsibilities:

• Conduct legal research and apply relevant information to cases.
• Independently manage workload and active client cases with sound judgment.
• Communicate effectively with clients, court personnel, and opposing counsel.
• Represent clients in guardianship, probate, and other litigation matters.
• Draft pleadings, motions, discovery requests, and other legal documents.
• Participate in depositions, mediations, and court hearings.
• Assist in trial preparation and trial proceedings.
• Engage in client education and community outreach programs as needed.
• Maintain case organization and ensure compliance with court deadlines.
• Work collaboratively with attorneys and support staff to efficiently manage cases.

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Required Skills & Qualifications:

• 3+ years of litigation experience (contested guardianship and probate experience preferred but not required).
• Strong writing, research, and oral advocacy skills.
• Ability to manage a high volume of clients and cases with strong organization and time management skills.
• Proficiency in Microsoft Word, Excel, Outlook, and legal research tools.
• Excellent judgment, critical thinking, and problem-solving skills.
• Strong interpersonal skills and ability to work in a team-oriented environment.
• Ability to delegate and manage administrative staff effectively.

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Education & Licensing:

• Juris Doctor (JD) degree from an accredited law school.
• Licensed to practice law in Indiana (or ability to obtain reciprocity if licensed in another state).

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Why Join Us?

• Work in a mission-driven firm dedicated to making a difference for families.
• Gain hands-on litigation experience and mentorship.
• Competitive salary and benefits package.
• Opportunities for professional development and growth.

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How to Apply:
Please submit your resume, cover letter, two writing samples and references to Lesa Moore at lmoore@dillman-owen.com.

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We look forward to hearing from you!