Office Services & Intake Coordinator

Exemption Status
:
Non-Exempt

Remote Options/Office Hours
:
On-Site

Classification
:
Administrative Support

Reports To
:
Director of Operations

Summary of Position
:

The Office Services & Intake Coordinator is an integral member of the Operations department and serves as the Firm's first point of contact for clients, vendors, and other visitors. This role supports smooth daily office operations by managing incoming communications, mail and deliveries, shared space logistics, and administrative coordination.

In addition to front desk responsibilities, this role provides essential support to the Intake Department. Duties include managing incoming calls and creating client records in the practice management system, following up with clients regarding representation agreements and deposit collection, and performing conflict checks to ensure new matters are properly cleared. The Office Services & Intake Coordinator also serves as backup to the Intake Specialist, helping ensure continuity and responsiveness during the critical early stages of the client relationship.

JKZ employees are expected to "Think Outside the Box," applying creativity, sound judgment, and initiative to deliver thoughtful solutions and exceptional client service. The Office Services & Intake Coordinator is expected to model and uphold JKZ's mission, vision, and values in all professional interactions and to consistently produce work that meets or exceeds the JKZ Standard.

Direct Reports
: N/A

Essential Duties and Responsibilities, including but not limited to
:

• Greet and assist clients, guests, vendors, and other visitors.
• Retrieve client documents and packages from the lobby.
• Coordinate and calendar internal and external meetings.
• Ensure professional and positive first impressions at all points of contact.

• Answer, screen, and route incoming telephone calls.
• Receive, distribute, and forward voicemail and fax messages.
• Serve as a primary point of contact for general office inquiries.

• Liaise with building management on facilities and service matters.
• Ensure conference rooms are properly set up and restored after meetings.
• Responsible for all incoming and outgoing mailings, supply stocking, and shared space maintenance.
• Ensure conference rooms are prepared prior to all meetings.
• Responsible for overall office cleanliness and supply organization.

• Support administrative tasks and special assignments as needed to ensure smooth office operations.
• Support Operations with marketing related events held in-office.

• Evaluate prospective client inquiries and field incoming phone calls.
• Conduct initial intake conversations to assess prospective client needs.
• Set appointments for potential clients with appropriate firm personnel
• Delegate appointment setting to Legal Secretaries as needed.

• Manage intake from first contact through engagement before handoff to legal teams or billing.
• Create and update matters in practice management software.
• Identify and follow up to clear conflicts of interest prior to engagement.
• Draft and send representation agreements and required engagement documents.
• Ensure clients understand the onboarding process and respond promptly to follow-up requests.

• Collaborate with firm personnel to ensure excellent service.
• Provide a high-quality client experience for both prospective and newly engaged clients.
• Assist legal support staff with scheduling and appointment management during peak volume periods.

To perform this job successfully, an individual must be able to satisfactorily perform all essential duties. The requirements listed below are representative of the knowledge, skill, and physical and mental abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Handle multiple competing priorities and frequent interruptions.
• Adapt quickly to changes in workload, scheduling, and client needs.
• Maintain composure and professionalism in challenging or stressful situations.
• Exercise sound judgment and problem-solving skills in real time.

• For on-site employees:
  Work in a standard office environment with frequent interaction across multiple departments.
• Remain at a workstation and operate a computer and phone system for extended periods.
• Sit, stand, walk, bend, stoop, and reach as needed during the course of daily activities.
• Occasionally lift and carry up to 20 pounds (e.g., office supplies, packages).

• Prior experience as a receptionist, front desk coordinator, office assistant, or similar role required.
• Experience with Zoom phone systems or similar platforms preferred.
• Prior law firm or professional services experience preferred but not…