Legal Office Intake Coordinator

This is a fully remote position, open to applicants in Brazil.

📋 Description

• Consistently follow up with leads and document all communications and subsequent steps.

• Upload, organize, and maintain client documents within the designated systems.

• Send welcome emails and provide clients with lists of necessary documents to collect.

• Oversee prospective client intake and assist clients during the onboarding process.

• Accurately schedule consultations, appointments, meetings, and court dates.

• Regularly check voicemails and ensure timely follow-up on messages.

• Make outgoing calls and respond to client inquiries with empathy and professionalism.

• Follow up with both prospective and existing clients via telephone and email.

• Manage the attorney’s calendar and keep track of the schedule to avoid conflicts.

• Navigate the firm’s court system to help with scheduling and court date coordination.

• Utilize RingCentral for managing client calls and voicemail communications.

• Maintain precise records of clients, consultations, and matters.

• Update and manage client and lead information in MyCase.

• Collect consultation payments and keep accurate payment records.

• Track outstanding fee agreements and follow up with clients to gather completed copies.

• Prepare and send fee agreements for signatures.

• Provide reliable administrative support to help the legal team maintain an organized and responsive client experience.

• Safeguard confidential client and firm information at all times.

• Use Microsoft Word, Excel, Adobe, and other approved tools to accomplish administrative tasks.

• Assist in implementing and maintaining standard operating procedures.

⛳️ Requirements

• Three to five years of experience as an assistant, intake specialist, legal receptionist, or a similar support role within a law firm.

• Prior experience in supporting client intake, onboarding, calendar management, document collection, and follow-up processes.

• Excellent proficiency in spoken and written English.

• Strong customer service skills and professional communication abilities.

• Familiarity with standard operating procedures is highly valued.

• Experience with MyCase is highly valued.

• Proficiency in Microsoft Office Suite, including Word and Excel.

• Knowledge of Adobe for document review and management.

• Experience with RingCentral or a similar 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.

🏝️ Benefits

• Opportunity for remote work.

• Certification as a Great Place to Work, reflecting a positive workplace culture.