Intake Coordinator

Build My Great Team•Medfield, MA

25d•$42,500 - $52,500•Hybrid

About The Position

We’re hiring an Intake Coordinator who creates a warm and professional first impression for every client interaction. This role leads the intake process, supports attorneys and paralegals during onboarding, and coordinates administrative workflows connected to TrustSupport™ . The ideal candidate has a calm, steady presence, exercises impeccable discretion, and enjoys helping people take confident next steps. If you thrive on organization, follow-through, and genuine client connection, this role will fit you well.

Requirements

Warm, professional communicator who builds trust quickly.
Organized, detail-oriented, and comfortable managing multiple priorities.
Adaptable and proactive with strong independent judgment.
Committed to clear communication and excellent client service.
Maintains strict confidentiality in all client and firm matters.
Experience in legal intake, client services in a law firm, or legal administrative support.
Proficiency with Clio or similar case management software.
Proficiency using Microsoft Office and Adobe Acrobat.
High level of discretion and professionalism with sensitive information.

Nice To Haves

Prior exposure to estate planning or estate administration preferred.
Familiarity with YouCanBookMe, Mailchimp, or MyFirmData is a plus.
Experience with generative AI tools preferred.

Responsibilities

Conduct intake and consultation calls, assess client needs and refer out when appropriate
schedule attorney meetings
send invoices
draft consultation notes in Clio
coordinate thank-you notes for referring COIs
Create and maintain records and pending matters in Clio
send Master Services Agreements prior to meetings
follow up on next steps
coordinate handoffs to the paralegal team
Track intake metrics and generate related KPI reports
Manage communications, billing, scheduling, reporting, and coordination with internal teams related to TrustSupport™