Intake Coordinator

Job Summary

Our busy, collegial, women-owned family law firm is seeking a professional, reliable, and compassionate Intake Coordinator to serve as the first point of contact for our office. This role is ideal for someone with 2–3 years of prior law firm experience who is highly organized, responsive, and, most importantly, understands the importance of empathy and discretion when working with clients navigating sensitive family matters.

As the voice and face of our firm, the Intake Coordinator plays a critical role in creating a supportive and reassuring experience for prospective and existing clients during what is often a stressful and emotional time.

Responsibilities

Front Desk & Client Experience

• Provide a warm, friendly, and professional greeting to all clients and visitors

· Serve as the first point of contact for prospective clients, gathering preliminary intake information as needed

· Prioritize new client calls and coordinate scheduling of initial consultations, ensuring follow-up the same business day

Mail & Document Handling

• Sort and filter incoming mail, removing solicitations and junk
• Open mail designated for attorneys
• Scan incoming mail into case management system
• Distribute hard copies to assigned paralegals
• Demonstrate patience, discretion, and compassion when interacting with clients who may be distressed or emotional
• Serve as the primary phone operator
• Answer all calls by the 2nd ring
• Route calls appropriately according to firm procedures
• Accurately and promptly convey messages
• Handle transfers (blind and announced) and conference calls
• Block spam, solicitations, and unpaid independent contractor inquiries to attorneys

Scheduling & Administrative Support

• Confirm all appointments
• Initial consultations must be confirmed two business days in advance, including payment
• Complete assigned tasks the same business day unless otherwise directed

Office Organization & Maintenance

• Maintain office supplies and storage areas in an organized and stocked manner
• Keep the reception area, common spaces, and kitchen tidy and welcoming
• Maintain a neat and professional personal workspace

Team Communication & Professionalism

• Communicate clearly and proactively with team members, especially when stepping away from the front desk
• Respond to all client and team emails and voicemails within 60 minutes
• Step in to assist teammates as needed to support firm operations

Qualifications

• Minimum 2–3 years of prior law firm experience preferred
• Strong phone etiquette and exceptional interpersonal communication skills
• Demonstrated ability to interact with clients in a compassionate, respectful, and composed manner
• Excellent organization and attention to detail
• Ability to multitask and prioritize in a fast-paced environment
• Familiarity with legal practice management software (LEAP experience a plus)
• Punctuality and reliability are essential
• Professional, client-facing attire required (Business casual)
• Commitment to confidentiality and professionalism at all times

Job Type: Full-time

Pay: From $20.00 per hour

Expected hours: 37.5 per week

Benefits:

• 401(k) matching
• Paid time off

Work Location: In person