Receptionist - Intake Coordinator

LOCATION: Rancho Santa Margarita, CA

HOURS: In-Person, Monday through Friday from 8:30 am to 5 pm

COMPENSATION: $24 to $26 per hour DOE + benefits

We are looking for a dynamic team member as our Receptionist/Intake Coordinator to assist our office with phone coverage, while helping fill our appointment calendar and ensuring that everyone is properly prepared for the appointment.

The Receptionist/Intake Coordinator is the first point of contact for clients and prospective new clients (PNCs) and requires a warm, highly organized, and proactive individual.

This is a full-time, in-office position based out of our Rancho Santa Margarita location. You will be the face of Ocean Estate Law, oftentimes the person clients hear from first, see when they walk in the door, and rely on to feel prepared and taken care of throughout their experience with us. This role requires someone who takes client responsiveness seriously, thrives in a fast-paced environment, and brings both professionalism and warmth to every interaction.

Compensation: $24 - $26 per hour plus benefits

Qualifications

• Prior experience as a receptionist, intake, client services, or legal administrative role preferred
• Exceptional written and verbal communication skills (comfort level requesting payment for consultations and services rendered)
• Strong organizational skills with the ability to manage multiple priorities simultaneously
• Proficiency with Microsoft Office (Outlook, Word, Teams) and comfort learning new software (MyCase, SharePoint)
• High responsiveness and a proactive mindset (you don't wait to be asked)
• Professional, polished, and genuinely warm in all client interactions
• Current Notary Public Commission is preferred
• Schedule & Work Environment Requirements
• Must be reliable, punctual, and available to work in-office Monday through Friday, 8:30 am to 5 pm
• Available to work in our Rancho Santa Margarita office. You may occasionally be asked to cover our San Clemente or Laguna Hills locations.
• Must have reliable transportation and a valid driver’s license

Responsibilities

• Client Intake & Consultation Coordination
• Book consultations and manage the full intake process for prospective and existing clients
• Ensure clients and PNCs are properly prepared for their appointments by gathering all necessary information in advance, including confirming all meetings (and collecting all items needed from the client)
• Ensure internal team members are equally prepared with the right data and context before each meeting, including but not limited to: EQ, Synopsis, Property Profile(s), Design Sheets, Retainer Agreement, and any other pertinent information
• Treat all incoming leads and consultation requests as the highest priority (handle same day, directly and without delay)
• Lead Sales & Marketing weekly meeting to ensure alignment with team on upcoming consultations
• Email & Communication Management
• Monitor and manage principal attorney and firm email inbox, ensuring all clients and PNCs receive a response same day, or if after hours, next business day (even if only to acknowledge receipt)
• Flag and pin all emails requiring attorney attention; provide a brief status update on any emails handled independently
• Escalate urgent matters promptly via Microsoft Teams chat or bring them up in team meetings for further direction
• Calendar Management
• Manage the attorney's calendar, including scheduling and confirming all phone calls, Zoom meetings, and in-office appointments. Every appointment (client or non-client) must be confirmed the day before
• Proactively follow up to confirm upcoming appointments and avoid no-shows
• General Office and Administrative Support
• Maintain and update the firm's money log to document all payments collected
• Check, sort, and process incoming mail
• Open and set up new client matters in MyCase and prepare corresponding physical files
• Maintain the Rancho Santa Margarita office, including monitoring and restocking office supplies
• Keep common areas neat, tidy, and client-ready at all times (including trash removal)
• Greet and welcome all clients upon arrival, ensuring they feel comfortable and well-received
• Perform other duties and tasks as assigned to support attorneys, clients, and firm operations.