Benefits:

401(k)

401(k) matching

Bonus based on performance

Opportunity for advancement

Paid time off

Training & development

Job Summary

A confidential, established California law firm is seeking a full-time Legal Intake Coordinator to support front-office operations, client intake, scheduling, client communication, document handling, and general front office administrative workflow.

This position is well-suited for someone who is professional, steady, discreet, detail-oriented, and comfortable serving as one of the first points of contact for prospective clients, existing clients, attorneys, staff, vendors, and visitors. The person in this role must be able to communicate clearly, gather information accurately, follow internal procedures, and help ensure that new inquiries and routine administrative matters are handled with care, consistency, and professionalism.

The ideal candidate will have prior experience in a law firm, professional services firm, or client-service office environment where accuracy, confidentiality, responsiveness, and good judgment are essential. Legal intake experience is helpful, but the most important qualities are strong communication skills, emotional maturity, attention to detail, comfort with technology, and the ability to keep daily client-facing and administrative activity organized and moving forward.

Responsibilities

Answer incoming calls professionally and route calls, messages, and inquiries appropriately

Serve as an initial point of contact for prospective clients and help guide them through the firm’s intake process

Gather basic information from prospective clients in a clear, organized, and professional manner

Enter and update prospective client information in the firm’s intake, contact management, or case management systems

Help screen new inquiries according to firm procedures and escalate appropriate matters for attorney or management review

Schedule consultations, confirm appointments, and communicate with prospective clients regarding scheduling and next steps

Track intake-related communications, follow-up items, and pending prospective client matters

Monitor and help manage general office communications, including phone calls, emails, mail, deliveries, and other incoming information

Greet visitors, clients, vendors, and other guests in a professional and courteous manner

Coordinate calendars, confirm meetings, and help maintain reliable communication around deadlines and availability

Provide general administrative support to attorneys, managers, and staff as needed

Prepare, scan, copy, upload, organize, and maintain documents and electronic files

Assist with opening, updating, organizing, and closing client or administrative files

Help maintain accurate contact information, records, notes, and internal administrative data

Support basic office operations, including supplies, conference room preparation, visitor coordination, and daily office organization

Handle confidential, sensitive, and privileged information with care and discretion

Follow internal procedures and help ensure that routine intake and administrative work is completed accurately and consistently

Identify missing information, unclear instructions, or administrative issues and escalate them appropriately

Contribute to a professional, respectful, and service-oriented office environment

Qualifications

Prior experience as an intake coordinator, receptionist, administrative assistant, legal assistant, office assistant, customer service representative, or similar client-facing office role

Law firm, legal intake, or professional services experience preferred, but not required for the right candidate

Strong verbal and written communication skills

Professional phone presence and client-service orientation

Ability to communicate with prospective clients calmly, clearly, and professionally

High attention to detail and ability to gather, enter, and track information accurately

Strong organizational skills and ability to manage multiple tasks during a busy workday

Reliable attendance, punctuality, and commitment to working in an in-office professional environment

Comfort using computers, email, calendars, document systems, databases, scanners, copiers, and other office technology

Ability to maintain strict confidentiality and exercise sound judgment with sensitive information

Professional demeanor when interacting with clients, prospective clients, attorneys, staff, vendors, and visitors

Ability to work independently while also supporting a team-based office environment

Willingness to assist with routine administrative and office-support tasks as needed

Positive, steady, mature, and service-minded approach to daily work