Intake Coordinator

Job Overview
We are seeking a compassionate and organized Intake Coordinator to join our team. The Intake Coordinator is a client-facing role responsible for managing new client intake and ensuring client files move efficiently from initial contact through engagement. This position serves as a primary point of contact for clients, gathers and organizes intake information, follows up on outstanding items, schedules appointments, answers phones and supports receptionist when needed.

Our firm has been serving Montgomery and Harris County clients for over 25 years in the areas of estate planning, probate, business and intellectual property.

This role is essential as the first point of contact with the firm.

Duties

Client Intake & Onboarding

• Serve as the first point of contact for prospective and new clients
• Conduct initial intake calls to gather required information prior to meeting with attorney
• Explain the firm’s processes, timelines, and next steps to clients
• Open and maintain client files in the firm’s case management system
• Ensure intake forms, questionnaires, and engagement documents are completed accurately and timely
• Make physical client files as needed
• Scan client information to file
• Prepare and organize files for attorney review and client meetings

Scheduling & Client Communication

• Primary point of contact for scheduling initial consultations.
• Send appointment confirmations, reminders, and follow-up communications
• Respond to client questions related to process, scheduling, and general status updates (non-legal)
• Add all client communication notes to case management system
• Maintain professional, empathetic communication with clients during sensitive estate planning and probate matters

Skills

• Client service mindset with a calm, professional demeanor
• Strong follow-up and task-tracking abilities
• Ability to explain processes clearly without providing legal advice
• Dependable, proactive, and deadline-oriented
• Team-oriented with the ability to work independently
• Ability to handle sensitive situations with empathy, professionalism, and discretion.
• Organizational skills for managing 100+ active cases simultaneously while maintaining detailed documentation.

Qualifications

• High school diploma required; associate’s or bachelor’s degree preferred
• Prior experience in a law firm, estate planning practice, or professional services environment preferred
• Proficiency with office technology, calendars, and case management systems – Clio experience is a plus

Job Type: Full-time

Pay: From $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Education:

• Associate (Preferred)

Experience:

• law office: 1 year (Required)

Work Location: In person