V104C - Legal Office Intake Coordinator
About The Position
Job Duck is seeking an empathetic and highly organized Legal Office Intake Coordinator to support a busy legal practice serving clients across employment, whistleblowing, and real estate matters. In this role, you will guide prospective and existing clients through the intake and onboarding process while ensuring that communications, documents, payments, agreements, and appointments are handled accurately and promptly. You will also help maintain the attorney’s calendar, manage the CRM, and follow up with leads to create a welcoming and dependable client experience. This opportunity is ideal for a polished legal support professional who communicates confidently in English, understands the importance of discretion, and can balance compassionate service with close attention to detail.
Requirements
- Three to five years of experience as an assistant, intake specialist, legal receptionist, or similar support professional within a law firm
- Previous experience supporting client intake, onboarding, calendar management, document collection, and follow up processes
- Excellent spoken and written English
- Strong customer service and professional communication abilities
- Experience using standard operating procedures is highly appreciated
- Experience with MyCase is highly appreciated
- Proficiency with Microsoft Office Suite, including Word and Excel
- Familiarity with Adobe for reviewing and managing documents
- Experience with RingCentral or a comparable business phone system
- Ability to learn and navigate the firm’s specific court system
- Availability to work from 9:00 a.m. to 6:00 p.m. Central Time
Nice To Haves
- Experience using standard operating procedures is highly appreciated
- Experience with MyCase is highly appreciated
Responsibilities
- Follow up with leads consistently and document all communication and next steps.
- Upload, organize, and maintain client documents in the appropriate systems.
- Send welcome emails and provide clients with lists of documents they need to gather.
- Manage prospective client intake and support clients throughout the onboarding process.
- Schedule consultations, appointments, meetings, and court dates accurately.
- Check voicemails regularly and ensure messages receive appropriate follow up.
- Place outgoing calls and respond to client inquiries with empathy and professionalism.
- Follow up with prospective and existing clients by telephone and email.
- Manage the attorney’s calendar and monitor the schedule to prevent conflicts.
- Navigate the firm’s court system to assist with scheduling and court date coordination.
- Use RingCentral to manage client calls and voicemail communications.
- Maintain accurate client, consultation, and matter records.
- Manage and update client and lead information in MyCase.
- Collect consultation payments and maintain accurate payment records.
- Track outstanding fee agreements and follow up with clients to collect completed copies.
- Prepare and send fee agreements for signature.
- Provide dependable administrative support to help the legal team maintain an organized and responsive client experience.
- Protect confidential client and firm information at all times.
- Use Microsoft Word, Excel, Adobe, and other approved tools to complete administrative tasks.
- Support the implementation and maintenance of standard operating procedures.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
