Client Intake & Office Coordinator

Key Responsibilities:

Client Intake & Communication

• Answer incoming phone calls during business hours
• Conduct intake for real estate, probate, estate planning, and business matters using firm scripts
• Schedule consultations and manage calendar requests
• Route inquiries appropriately and escalation when needed
• Maintain a professional, welcoming tone with all clients

• Print and process new contracts
• Create and organize physical client folders
• Manage file intake and placement in office filing systems
• Communicate new files and updates to the internal team

• Greet clients when they check in
• Prepare conference rooms for meetings and closings
• Make copies of client IDs and coordinate check-in logistics
• Notify the attorney when clients arrive in a discreet and efficient manner

• Perform light post-closing administrative tasks when in office
• Maintain organization of front-of-house materials and supplies
• Support smooth daily office operations

This role is administrative and client-facing. It does not involve legal advice, trust accounting, or independent legal decision-making.

• Professional coworking office
• Front/common-area workspace (not the coworking company’s reception desk)
• Independent, self-directed daily workflow
• Regular training and check-ins with the attorney

• Strong communication and interpersonal skills
• Comfortable speaking with clients by phone and in person
• Organized, detail-oriented, and dependable
• Able to work independently and follow systems
• Professional demeanor and respect for confidentiality
• Prior receptionist, intake, or office coordination experience is a plus (but not required)

• Paid holidays
• Paid time off (PTO)
• Birthday off
• Wellness stipend
• Structured training and onboarding
• Opportunity to grow with a scaling law firm

• Clear expectations and defined role
• Supportive leadership and open communication
• Professional but relaxed environment
• Autonomy trained. No micromanaging!
• Meaningful work that directly supports clients and firm growth

We’re excited to meet someone who’s ready to grow with us!