Legal Office Intake Coordinator

Join a dynamic, client-focused legal support environment where organization, empathy, and professionalism are essential to delivering an exceptional client experience.

As a Legal Office Intake Coordinator, you will serve as a key point of contact for prospective and existing clients, guiding them through intake, onboarding, and administrative processes.

You will support a busy legal practice handling employment, whistleblowing, and real estate matters, ensuring that client communications, documents, agreements, and payments are managed accurately.

Your responsibilities will also include coordinating appointments and court dates, maintaining client records, managing the attorney's calendar, and following up on prospective leads.

Working remotely with a US-based legal team, you will help streamline daily operations and maintain efficient, reliable communication across the client journey.

This role is ideal for an experienced legal support professional who combines strong English communication skills with discretion, attention to detail, and a genuine commitment to client service.

If you enjoy creating order, supporting people through important legal processes, and contributing to a well-organized practice, this opportunity offers a chance to grow in a long-term remote position.

• Manage client intake and onboarding:
  Guide prospective and existing clients through the intake process, collect relevant information, explain onboarding requirements, and ensure a smooth transition into the legal practice.
• Maintain consistent lead follow-up:
  Contact prospective clients by phone and email, track outstanding inquiries, document communications, and ensure appropriate follow-up actions are completed promptly.
• Coordinate client communications:
  Respond to inquiries professionally and empathetically, monitor voicemails, return calls, and ensure messages are directed to the appropriate person when necessary.
• Manage appointments and calendars:
  Schedule consultations, meetings, appointments, and court dates accurately while maintaining the attorney's calendar and proactively preventing scheduling conflicts.
• Coordinate court-related scheduling:
  Navigate the relevant court system to support court date coordination and maintain accurate scheduling records.
• Organize legal documentation:
  Upload, categorize, and maintain client files and supporting documents in the appropriate systems, ensuring records remain accurate, complete, and accessible.
• Administer fee agreements:
  Prepare and send fee agreements for signature, track outstanding agreements, follow up with clients, and ensure completed copies are properly recorded.
• Process consultation payments:
  Collect consultation fees, maintain accurate payment records, and follow up on outstanding payments in accordance with established procedures.
• Maintain CRM and matter records:
  Update client, lead, consultation, and case information in MyCase or other designated systems, ensuring data accuracy and consistency.
• Use communication and productivity tools:
  Manage telephone communications and voicemail through Ring Central or a comparable platform, and use Microsoft Word, Excel, Adobe, and other approved tools to complete administrative tasks.
• Follow established procedures:
  Apply standard operating procedures consistently and contribute to the maintenance and improvement of administrative workflows.
• Protect confidentiality:
  Handle sensitive client information and legal documentation with discretion, maintaining confidentiality and following applicable privacy and firm policies.
• Support daily legal operations:
  Provide dependable administrative assistance to the attorney and legal team, helping maintain efficient workflows, timely follow-ups, and a positive client experience.

• Relevant professional experience:
  Three to five years of experience as a legal assistant, intake specialist, legal receptionist, or similar administrative support professional within a law firm.
• Legal intake expertise:
  Previous experience managing client intake, onboarding, document collection, appointment scheduling, and follow-up processes in a legal or comparable professional environment.
• Excellent English communication:
  Strong written and spoken English skills, with the ability to communicate clearly, professionally, and empathetically with clients and colleagues.
• Client service orientation: A customer-focused approach, active listening skills, and the ability to handle sensitive inquiries with patience, tact, and…