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Job Description
Intake Coordinator Job Title:
Intake Coordinator Job Type:
Full-Time About the Firm Mavacy PLLC is a pioneering legal firm dedicated to solving complex business issues efficiently, on time, and within budget. We are optimists and genuine deal makers, committed to finding innovative solutions and driving client success. Our forward-thinking approach has made us a leader in the legal space, constantly evolving to meet our clients' needs. What sets Mavacy apart is how we combine exceptional legal services with a modern business philosophy, leveraging technology, AI, and streamlined workflows to deliver an elevated client experience. We are building the legal practice of the future—where innovation, responsiveness, and relationships drive everything we do. Be part of Mavacy PLLC, where your contributions are valued, your growth is supported, and your career can thrive into the future. Your Opportunity As the Intake Coordinator, you are the first impression of Mavacy. Every prospective client—whether they connect through a referral, website, social media, paid advertising, inbound phone call, or AI-assisted outreach—begins their experience with you. This role combines exceptional client service with operational excellence. You'll guide prospective clients through the intake process, maintain accurate CRM records, coordinate attorney handoffs, and ensure our intake systems operate efficiently. While our AI tools assist with automation and after-hours coverage, your judgment, professionalism, and relationship-building skills are what create an exceptional client experience. If you're highly organized, enjoy talking with people, love improving systems, and thrive in a fast-paced environment, this is an excellent opportunity to join a growing, technology-driven law firm. Key Responsibilities Client Intake & Experience Serve as the first point of contact for all prospective clients, delivering a professional and welcoming experience. Respond promptly to inbound inquiries received through phone, email, website forms, referrals, and AI-assisted channels. Conduct structured intake conversations to gather information regarding legal needs, jurisdiction, matter type, and urgency. Determine when matters should be escalated to attorneys or additional team members. Maintain timely communication and follow-up with prospective clients throughout the intake process. CRM & Data Management Maintain accurate lead, prospect, and client records within Attio CRM. Ensure all required information is complete, organized, and up to date. Track lead status throughout the intake lifecycle, including conversion, decline, dormant status, and referral source. Perform ongoing CRM maintenance, including record deduplication, data validation, and relationship tracking. Support reporting by maintaining accurate data used to measure lead conversion and marketing effectiveness. Matter Coordination Coordinate attorney and practice group assignments once intake and conflict procedures have been initiated. Assist with initiating new matters within MyMavacy. Ensure seamless communication between prospective clients, attorneys, and internal teams. Monitor intake workflow to ensure matters move efficiently through each stage. Marketing & Automation Support Maintain and update Mailchimp audiences based on CRM activity. Support client nurture campaigns, referral communications, and re-engagement initiatives. Assist with monitoring AI-assisted intake tools and recommend workflow improvements. Track lead quality from marketing campaigns and referral sources. Reporting & Continuous Improvement Prepare weekly intake reports, including lead volume, conversion rates, referral sources, response times, and signed engagements. Identify opportunities to improve intake processes, client experience, and workflow efficiency. Collaborate with Operations and Marketing to enhance automation, reporting, and system performance. Your Skills & Qualifications 2-4 years of experience in legal intake, client services, customer success, inside sales, CRM administration, or a similar client-facing role. Experience working within a CRM platform such as Attio, Salesforce, HubSpot, Pipedrive, or equivalent. Excellent verbal and written communication skills with the ability to quickly establish rapport with prospective clients. Strong organizational skills with exceptional attention to detail. Ability to manage multiple priorities while maintaining a high level of accuracy. Self-motivated with the ability to work independently in a remote environment. Comfortable learning and utilizing new technology, automation tools, and AI-enabled workflows. Authorized to work in the United States. Preferred Qualifications Experience within a law firm or other professional services organization. Familiarity with Attio CRM. Experience with Mailchimp audience management and email segmentation. Experience working alongside AI-assisted workflows or automation platforms. Bilingual proficiency (Spanish, Mandarin, or another widely spoken language) is a plus. Technology You'll Use Attio CRM MyMavacy Mailchimp Adobe Sign Microsoft Outlook Microsoft SharePoint Buzz AI AI-assisted intake and workflow automation tools Your Compensation & Benefits Competitive compensation based on experience and qualifications. Company-sponsored health, dental, and vision plans. Retirement savings plan with employer match. Paid holidays and paid time off. Remote work flexibility. Professional development and ongoing technology training. Opportunity to grow within an innovative, technology-driven law firm. Position Details & Location Full-time employment Remote or hybrid work environment U.S.-based candidates preferred Eastern or Central Time Zone preferred
Pay:
$24.00 - $29.00 per hour
Benefits:
401(k) Dental insurance Health insurance Life insurance Paid time off Vision insurance
Experience:
Intake Coordination:
2 years (Required) Law office: 2 years (Preferred) CRM software: 2 years (Required) Mailchimp audience management and email segmentation: 1 year (Preferred)
