V104C - Legal Office Intake Coordinator

Overview

The organization is seeking an empathetic and highly organized Legal Office Intake Coordinator to support a busy legal practice serving clients across employment, whistleblowing, and real estate matters. In this role, you will guide prospective and existing clients through the intake and onboarding process while ensuring communications, documents, payments, agreements, and appointments are handled accurately and promptly.

You will also help maintain the attorney’s calendar, manage the CRM, and follow up with leads to create a welcoming and dependable client experience. Strong, confident English communication, discretion, and a balance of compassion with close attention to detail are essential.

Responsibilities

• Follow up with leads consistently and document communication and next steps.
• Upload, organize, and maintain client documents in the appropriate systems.
• Send welcome emails and provide clients with document-gathering checklists.
• Manage prospective client intake and support clients throughout onboarding.
• Schedule consultations, appointments, meetings, and court dates accurately.
• Check voicemails regularly and ensure messages receive appropriate follow-up.
• Place outgoing calls and respond to client inquiries with empathy and professionalism.
• Follow up with prospective and existing clients by telephone and email.
• Manage the attorney’s calendar and monitor scheduling to prevent conflicts.
• Navigate the firm’s court system to assist with scheduling and court date coordination.
• Use RingCentral to manage client calls and voicemail communications.
• Maintain accurate client, consultation, and matter records.
• Manage and update client and lead information in MyCase.
• Collect consultation payments and maintain accurate payment records.
• Track outstanding fee agreements and follow up with clients to collect completed copies.
• Prepare and send fee agreements for signature.
• Provide administrative support to help the legal team maintain an organized and responsive client experience.
• Protect confidential client and firm information at all times.
• Use Microsoft Word, Excel, Adobe, and other approved tools to complete administrative tasks.
• Support the implementation and maintenance of standard operating procedures.

Requirements

• Three to five years of experience as an assistant, intake specialist, legal receptionist, or similar support professional within a law firm.
• Previous experience supporting client intake, onboarding, calendar management, document collection, and follow up processes.
• Excellent spoken and written English.
• Strong customer service and professional communication abilities.
• Experience with standard operating procedures is highly appreciated.
• Experience with MyCase is highly appreciated.
• Proficiency with Microsoft Office Suite, including Word and Excel.
• Familiarity with Adobe for reviewing and managing documents.
• Experience with RingCentral or a comparable business phone system.
• Ability to learn and navigate the firm’s specific court system.
• Availability to work from 9:00 a.m. to 6:00 p.m. Central Time.

Preferred Qualifications

• Experience with MyCase.
• Experience with standard operating procedures.

Compensation & Benefits

• Monthly Compensation Range: $1,142 to $1,220 USD

Location

• United States of America

Work Shift / Schedule

• 9:00 AM - 6:00 PM [CST][CDT]

Languages

• English

Required Skills

• Legal Client Intake
• Client Onboarding
• Calendar Management
• Appointment Scheduling
• Lead Follow Up
• Client Communication
• Customer Service
• CRM Management
• Document Management
• Payment Collection
• Fee Agreement Administration
• Microsoft Office Suite
• Microsoft Word
• Microsoft Excel
• Adobe
• MyCase
• RingCentral
• Standard Operating Procedures
• Court Date Coordination
• Professional English Communication
• Active Listening
• Empathy
• Attention to Detail
• Organization
• Time Management
• Discretion and Confidentiality
• Relationship Building
• Adaptability
• Reliability
• Conflict Prevention