Legal Receptionist, Client Intake Coordinator

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

📋 Description

• Act as the initial professional contact for potential clients through phone and digital channels.

• Analyze website submissions, emails, and phone inquiries to collect preliminary intake information.

• Transform qualified prospective clients into scheduled consultations with the suitable legal team member.

• Dispatch appointment confirmations, calendar invitations, and onboarding documentation.

• Execute structured lead follow-up through phone calls, SMS, and email communications.

• Arrange recurring call attempts and maintain long-term relationships with prospects.

• Keep comprehensive records of client interactions, attempts to contact, and subsequent actions.

• Coordinate the legal team's calendars across various time zones.

• Generate and share Microsoft Teams links, calendar invites, and meeting notifications.

• Provide attorneys with essential client background information prior to consultations.

• Enter, update, and manage prospect information in Setify and integrated legal software.

• Facilitate Setify-driven intake processes for family law and expanding practice areas.

• Ensure the completeness and integrity of data across connected practice systems.

• Offer remote reception support during specified hours, handle inquiries, and accurately route calls.

• Oversee practice inboxes, draft standard client communications, and organize administrative files.

• Collaborate with the Practice Manager and legal team on operational and administrative duties.

⛳️ Requirements

• Exceptional fluency in spoken and written English skills (essential).

• Excellent telephone manners and the ability to converse confidently with Australian clients.

• Previous experience as a Receptionist, Client Intake Specialist, Appointment Setter, or Administrative Assistant.

• Demonstrated ability to convert incoming leads or inquiries into scheduled appointments without using aggressive sales tactics.

• Proficient in Microsoft 365, including Outlook and Teams.

• Familiarity with calendar management tools and SMS/communication platforms.

• High emotional intelligence.

• Ability to handle sensitive data with discretion.

• Keen attention to detail.

• Strong self-management abilities.

• Previous experience in an Australian law firm or legal environment (preferred).

• Experience in Family Law, Wills & Estates, or personal legal services (preferred).

• Knowledge of Setify or specialized legal practice management/CRM systems (preferred).

🏝️ Benefits

• Working hours that align with Australian time zones.

• Holidays in accordance with Australian Public Holidays.