Legal Office Intake Coordinator

Accountabilities:

Manage client intake and onboarding: Guide prospective and existing clients through the intake process, collect relevant information, explain onboarding requirements, and ensure a smooth transition into the legal practice.
Maintain consistent lead follow-up: Contact prospective clients by phone and email, track outstanding inquiries, document communications, and ensure appropriate follow-up actions are completed promptly.
Coordinate client communications: Respond to inquiries professionally and empathetically, monitor voicemails, return calls, and ensure messages are directed to the appropriate person when necessary.
Manage appointments and calendars: Schedule consultations, meetings, appointments, and court dates accurately while maintaining the attorney's calendar and proactively preventing scheduling conflicts.
Coordinate court-related scheduling: Navigate the relevant court system to support court date coordination and maintain accurate scheduling records.
Organize legal documentation: Upload, categorize, and maintain client files and supporting documents in the appropriate systems, ensuring records remain accurate, complete, and accessible.
Administer fee agreements: Prepare and send fee agreements for signature, track outstanding agreements, follow up with clients, and ensure completed copies are properly recorded.
Process consultation payments: Collect consultation fees, maintain accurate payment records, and follow up on outstanding payments in accordance with established procedures.
Maintain CRM and matter records: Update client, lead, consultation, and case information in MyCase or other designated systems, ensuring data accuracy and consistency.
Use communication and productivity tools: Manage telephone communications and voicemail through RingCentral or a comparable platform, and use Microsoft Word, Excel, Adobe, and other approved tools to complete administrative tasks.
Follow established procedures: Apply standard operating procedures consistently and contribute to the maintenance and improvement of administrative workflows.
Protect confidentiality: Handle sensitive client information and legal documentation with discretion, maintaining confidentiality and following applicable privacy and firm policies.
Support daily legal operations: Provide dependable administrative assistance to the attorney and legal team, helping maintain efficient workflows, timely follow-ups, and a positive client experience.
Requirements:
Relevant professional experience: Three to five years of experience as a legal assistant, intake specialist, legal receptionist, or similar administrative support professional within a law firm.
Legal intake expertise: Previous experience managing client intake, onboarding, document collection, appointment scheduling, and follow-up processes in a legal or comparable professional environment.
Excellent English communication: Strong written and spoken English skills, with the ability to communicate clearly, professionally, and empathetically with clients and colleagues.
Client service orientation: A customer-focused approach, active listening skills, and the ability to handle sensitive inquiries with patience, tact, and professionalism.
Calendar and scheduling management: Experience coordinating appointments, managing calendars, preventing scheduling conflicts, and tracking time-sensitive deadlines.
Document and records management: Strong organizational skills and experience maintaining accurate client records, digital files, agreements, and administrative documentation.
CRM proficiency: Familiarity with client relationship management systems; experience using MyCase is highly desirable.
Office software skills: Proficiency in Microsoft Office, particularly Word and Excel, as well as familiarity with Adobe tools for reviewing and managing documents.
Business communication systems: Experience using RingCentral or a comparable business telephone and voicemail platform.
Process-oriented mindset: Familiarity with standard operating procedures and the ability to follow established workflows consistently, with experience helping maintain procedures considered an advantage.
Court system adaptability: The ability to learn and navigate the relevant court system and coordinate scheduling requirements accurately.
Attention to detail: Strong accuracy in handling client information, payment records, legal agreements, and scheduling details.
Organization and time management: The ability to prioritize competing tasks, meet deadlines, manage follow-ups, and remain productive in a busy legal environment.
Discretion and confidentiality: A demonstrated commitment to protecting sensitive information and exercising sound judgment when handling confidential legal matters.
Adaptability and reliability: A proactive, self-sufficient approach to work, with the flexibility to learn new systems, solve problems, and work effectively in a remote setting.
Working hours: Availability to work from 9:00 a.m. to 6:00 p.m. US Central Time (CST/CDT, depending on daylight saving time).
Remote work readiness: The ability to work full-time from South Africa while maintaining reliable communication and effective coordination with a US-based legal team.
Benefits:
Competitive compensation: Monthly compensation ranging from $1,142 to $1,220 USD, as stated in the original job posting.
Fully remote work: Work from home in Brazil without the need for daily office attendance.
Paid time off: Access paid leave to support personal well-being and work-life balance.
Paid parental leave: Benefit from parental leave provisions.
Performance bonuses: Opportunities to receive bonuses in accordance with the applicable compensation arrangements.
Long-term career opportunities: Join a full-time position designed to support ongoing professional engagement and career development.
Professional development: Access training and learning opportunities to strengthen your legal support, communication, and administrative skills.
Dedicated team support: Work with a supportive team that helps employees navigate their responsibilities and develop professionally.
Values-driven work environment: Collaborate with professionals who value cultural diversity, employee well-being, and alignment with shared organizational principles.