Legal Operations and Client Intake Coordinator

About the Role Madrazo Villarreal APC is seeking a highly organized, reliable, and detail-oriented Legal Operations and Client Intake Coordinator to support the firm's day-to-day operations. This is not a basic receptionist position and not a purely accounting role. We are looking for someone who understands how a law firm runs, can interact professionally with clients, can help maintain organized files and workflows, and has hands-on experience supporting attorney trust account / IOLTA procedures, law office administration, and coordination with outside bookkeeping/accounting professionals. The right candidate must be able to work with a high degree of accuracy, professionalism, confidentiality, and follow-through. This position requires someone who can help reduce attorney administrative burden, not create more of it. Key Responsibilities Serve as the first point of contact for prospective and existing clients by phone, email, and in person Assist with client intake, conflict checks, opening new matters, and maintaining organized client files Manage reception-related duties, including phone coverage, scheduling, document intake, and visitor coordination Maintain physical and electronic case files, records, and administrative folders in an organized and consistent manner Track and organize client costs, receipts, invoices, reimbursements, and supporting documentation Coordinate with the firm's outside accountant/bookkeeper regarding expenses, taxes, reporting, and required backup documentation Assist with billing workflows, payment tracking, invoice follow-up, and collections support, as directed Support trust account / IOLTA procedures, including tracking deposits, disbursement support, ledger support, and ensuring proper documentation for trust-related transactions, under attorney supervision Help monitor that trust-related funds are not moved or disbursed without proper authorization and confirmation Maintain administrative calendars for renewals, payments, compliance items, vendor matters, and office deadlines Coordinate office vendors, supplies, mail, scanning, filing, and general operational support Assist with document preparation, file closing, and records retention procedures Maintain confidentiality and exercise sound judgment in handling sensitive financial and client information Required Qualifications Prior experience working in a law firm Prior experience with law office administration and client intake Prior experience supporting attorney trust account / IOLTA procedures or legal trust accounting workflows Strong understanding of the importance of accuracy and documentation when handling client funds, retainers, costs, and disbursements Experience coordinating with outside accountants, bookkeepers, or financial professionals Strong skills in file management, document control, and administrative follow-through Excellent verbal and written communication skills Strong client service skills and professional phone presence High level of discretion, confidentiality, and attention to detail Ability to manage multiple priorities without constant supervision Proficiency with Microsoft Office, especially Excel, Word, Outlook, and PDF document management Preferred Qualifications Bilingual in English and Spanish Experience with legal billing systems, CRM/case management software, or trust accounting software Experience in a small law firm environment where roles are hands-on and cross-functional Familiarity with retainer deposits, cost tracking, trust disbursement support, and operating account vs. trust account procedures Important This position does not replace the role of an accountant or CPA. However, the person in this role must be comfortable supporting the firm's operational and financial workflows, maintaining accurate supporting records, and coordinating efficiently with the attorney and outside accounting professionals. What We Are Looking For We are not looking for someone who needs extensive handholding. We are looking for someone who is proactive, dependable, organized, calm under pressure, and capable of helping the firm stay operationally clean and responsive.

To Apply Please submit:

Your resume A brief cover letter describing your experience with: law firm operations, client intake and file management, and attorney trust account / IOLTA procedures Please also include your compensation expectations.

Pay:

$25.16 - $30.30 per hour

Benefits:

401(k) matching Opportunities for advancement Paid sick time Paid time off

Work Location:

In person