Experienced Intake Specialist and Office Coordinator

An established family law firm is seeking an experienced Legal Intake & Office Coordinator to manage prospective client inquiries, support client conversion, and maintain a professional, organized, and efficient office environment.

The ideal candidate is proactive, detail-oriented, and comfortable balancing client-facing responsibilities with daily office coordination. This position requires someone who takes initiative, anticipates needs, and follows through without constant supervision.

Key Responsibilities

Legal Intake & Client Relations

• Respond promptly and professionally to prospective client calls, emails, and inquiries.
• Conduct intake screenings, schedule consultations, and maintain consistent follow-up with prospective clients.
• Manage the intake pipeline using legal CRM software, ensuring accurate documentation and timely communication.
• Coordinate the transition from consultation to client retention.
• Track intake activity, consultation scheduling, and conversion results.
• Provide professional reception and client communication support.

Office Coordination & Facilities

• Maintain the professional appearance, cleanliness, and organization of the office, reception, and client meeting areas.
• Monitor office supplies, maintain inventory, and coordinate purchasing within approved budgets.
• Coordinate with cleaning services, building management, maintenance vendors, and other service providers.
• Monitor office equipment and technology readiness, including phones, printers, scanners, and conference room systems.
• Coordinate IT support requests and follow through to ensure issues are resolved promptly.
• Assist with office setup, workstation readiness, and administrative onboarding.
• Identify operational needs and proactively address or escalate concerns.

Qualifications

• Minimum 2 years of legal intake or comparable law firm client relations experience.
• Strong communication, organizational, and client service skills.
• Experience managing prospective client follow-up and consultation scheduling.
• Ability to manage multiple priorities independently and meet deadlines.
• Experience with office coordination, purchasing, or vendor management.
• Proficiency with Microsoft Office and CRM software.
• Professionalism, discretion, and strong attention to detail.

Preferred:

• Family law experience.
• Experience with Lawmatics and Clio.
• Bilingual English/Spanish skills.

What Success Looks Like

• Prospective clients receive prompt responses and consistent follow-up.
• Consultations are scheduled accurately, and opportunities for retention are actively managed.
• The office consistently maintains a welcoming, organized, and professional appearance.
• Supplies and equipment are available and functioning, with spending maintained within budget.
• Facility and technology issues are addressed before they disrupt daily operations.

Who We're Looking For

Someone who takes ownership of their work, communicates confidently, and notices what needs to be done without waiting to be asked.

The right person understands that a positive client experience depends on both excellent communication and a well-run office.

Pay: $18.00 - $24.00 per hour

Expected hours: 40.0 per week

Benefits:

• Paid time off

Work Location: In person