Client Intake Coordinator
About The Position
Giampolo Law Group is hiring a Client Intake Coordinator to serve as the first meaningful point of contact for prospective clients and ensure inquiries are handled promptly. The firm serves the LGBTQ+ community and its allies nationwide, with practices including probate, trust administration, estate planning, adoption, name change, and family law. This high-trust, high-ownership role manages the intake process from initial inquiry through booked consultation, oversees the Owner’s inbox, helps build a support team, and contributes to the firm’s use of AI workflows. The role is full-time and in-office at the firm’s Philadelphia office during standard business hours, with one Saturday per month for Signing Days and a floating day off that month.
Requirements
- At least 3 years of experience in legal intake, executive assistance, client services, or legal operations.
- Warm, clear, plain-English communication skills on the phone and in writing.
- Sound judgment in assessing client fit and prioritizing work.
- Strong organizational skills when managing competing priorities.
- Comfort with AI tools and eagerness to learn the firm’s tools.
- An LGBTQ+-affirming spirit and the ability to represent the firm’s values authentically.
Nice To Haves
- Paralegal or legal-administration background.
- Experience with legal CRM systems; the firm is moving to Monday.com.
- Exposure to estate planning, probate, or family law intake.
- Experience managing a virtual assistant or direct report.
Responsibilities
- Serve as the first point of contact for new inquiries by phone, email, web form, and referral, and call every lead back the same day.
- Lead intake conversations to assess client needs, fit, and urgency, then book qualified consultations while the prospective client is still on the phone.
- Own the referral tracker end to end and coordinate with co-counsel across a 50-state estate planning network.
- Manage the Owner’s inbox by triaging messages, replying in her voice, providing a morning summary, and closing every loop.
- Source, hire, onboard, and supervise a virtual assistant.
- Manage office operations, including supplies, mail, visitors, and monthly Signing Day logistics.
- Partner on refining the firm’s AI workflows and flag anything that misses the mark.
Benefits
- 100% employer-paid employee health premium.
- Paid time off and holidays.
- Performance and incentive bonuses.
- A floating day off during the month that includes a Saturday Signing Day.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
