Legal Receptionist/Intake Coordinator

Position Summary
Our busy estates, trusts, and business law firm is seeking a professional, organized, and client-focused Receptionist & Intake (“front-end”) Coordinator to serve as the first point of contact for prospective and existing clients. This role combines front desk reception duties with client intake coordination, administrative support, and exceptional customer service. The ideal candidate is personable, detail-oriented, very comfortable on the phone, highly organized, and able to manage multiple priorities in a fast-paced legal environment.

Key Responsibilities

Reception & Client Service

• Greet visitors warmly and professionally
• Answer and direct incoming phone calls
• Respond to inquiries via phone, email, and text
• Follow-up by phone with prospective clients who have already contacted our firm
• Maintain a professional-looking reception area
• Schedule initial consultations and client meetings
• Confirm appointments and manage attorney calendars
• Handle incoming and outgoing mail, deliveries, and office correspondence

Intake Coordination

• Respond to every prospect inquiry right away
• Lightly screen prospective clients for suitability to our firm
• Gather and store client information accurately
• Explain the firm’s consultation and onboarding process
• Follow up regularly with leads and prospective clients
• Coordinate collection of documents from prospective clients
• Assist with engagement agreements and collection of fees

Administrative Support

• Support attorney(s) and legal staff with administrative tasks
• Maintain electronic and physical client files
• Perform data entry and document management with accuracy
• Track case deadlines and other important dates
• Ensure confidentiality of sensitive client information

Required Qualifications

• At least 2 years of experience in a receptionist, intake, customer service, or administrative role
• Excellent verbal and written communication skills
• Strong organizational and multitasking abilities
• Professional demeanor and strong interpersonal skills
• Proficiency with Microsoft Office, Google Workspace, and office technology
• Ability to handle confidential information with discretion
• Reliable, punctual, and detail-oriented attendance

Preferred Skills

• Law firm or estate planning experience
• Experience with Clio or similar case management platform
• Comfortable speaking with emotionally sensitive people
• Strong phone etiquette and active listening skills
• Ability to prioritize tasks in a fast-paced office
• Team-oriented with a positive attitude

Compensation & Benefits

• Competitive hourly wage or salary based on experience
• Generous paid time off and holidays
• Retirement plan with employer matching
• Opportunities for growth and advancement
• Lunches, retreats, and other perks
• Annual performance bonus

Schedule

• Full-time 8:30-5:00 with half-hour lunch break
• Monday through Friday
• No regular remote work opportunities

About Our Firm

We are a client-centered estate planning law firm dedicated to helping individuals and families protect their assets, preserve their legacy, and plan for the future with confidence. We pride ourselves on exceptional client service, professionalism, and compassionate guidance.

To apply, please submit your resume and a one-page cover letter describing

Pay: $23.00 per hour

Benefits:

• 401(k) matching
• Paid time off
• Retirement plan

Work Location: In person