Legal Reception and Intake Coordinator

Position Summary The Legal Reception and Intake Coordinator is responsible for serving as the first point of contact for prospective and existing clients, managing incoming calls, coordinating client intakes, and supporting the firm's document management process. This position plays a key role in creating a professional, organized, and responsive client experience while ensuring that client information and documents are accurately collected, scanned, uploaded, and routed to the appropriate team members. Primary ResponsibilitiesReception and Client Communication Answer incoming phone calls in a professional, courteous, and timely manner. Greet callers and determine the nature of their inquiry. Route calls, messages, and inquiries to the appropriate attorney, paralegal, or staff member. Monitor voicemail and return or forward messages as appropriate. Provide basic information about the firm's intake process without giving legal advice. Maintain a calm, helpful, and professional tone with clients, prospective clients, courts, vendors, and opposing parties. Client Intake Conduct initial client intake calls using the firm's intake procedures and scripts. Collect accurate contact information, case details, referral sources, and relevant deadlines. Enter intake information into the firm's case management system. Identify urgent matters and promptly notify the appropriate attorney or staff member. Schedule consultations or follow-up appointments as directed. Track pending intakes and follow up with prospective clients as needed. Document Scanning and Uploading Scan, upload, label, and organize client documents in the firm's document management system. Ensure documents are saved to the correct client matter and properly categorized. Review scanned documents for readability, completeness, and accuracy. Maintain confidentiality and security of client files and sensitive information. Assist with organizing physical and digital files as needed. Administrative Support Maintain accurate notes and records of calls, intakes, and document activity. Assist with basic administrative tasks related to client onboarding. Support attorneys, paralegals, and other staff by ensuring information and documents are available when needed. Follow firm procedures for confidentiality, file organization, client communication, and data entry. Required Qualifications Strong communication and customer service skills. Excellent attention to detail and organizational ability. Ability to handle confidential information with discretion. Comfortable using phones, scanners, email, and office software. Ability to enter information accurately into case management or CRM systems. Professional demeanor and ability to remain calm under pressure. Reliable, punctual, and able to manage multiple tasks throughout the day. Preferred Qualifications Prior experience in a law firm, professional office, reception, intake, or customer service role. Familiarity with legal intake processes. Bilingual ability. Experience scanning, naming, uploading, and organizing digital documents. Key Skills Professional phone etiquette Client service Intake screening Data entry Document organization Confidentiality Attention to detail Time management Follow-through Team communication

Position Type:

full-time or part-time.

Reports To:

Managing Attorney.

Important Note:

This position does not provide legal advice. The Legal Reception and Intake Coordinator is responsible for gathering information, documenting communications, and routing matters to the appropriate legal team member.

Pay:

$16.30 per hour

Work Location:

In person