Legal Office Intake Coordinator

<h3>Accountabilities:</h3><li>
<strong>Manage client intake and onboarding:</strong>Guide prospective and existing clients through the intake process, collect relevant information, explain onboarding requirements, and ensure a smooth transition into the legal practice.</li><li>
<strong>Maintain consistent lead follow-up:</strong>Contact prospective clients by phone and email, track outstanding inquiries, document communications, and ensure appropriate follow-up actions are completed promptly.</li><li>
<strong>Coordinate client communications:</strong>Respond to inquiries professionally and empathetically, monitor voicemails, return calls, and ensure messages are directed to the appropriate person when necessary.</li><li>
<strong>Manage appointments and calendars:</strong>Schedule consultations, meetings, appointments, and court dates accurately while maintaining the attorney's calendar and proactively preventing scheduling conflicts.</li><li>
<strong>Coordinate court-related scheduling:</strong>Navigate the relevant court system to support court date coordination and maintain accurate scheduling records.</li><li>
<strong>Organize legal documentation:</strong>Upload, categorize, and maintain client files and supporting documents in the appropriate systems, ensuring records remain accurate, complete, and accessible.</li><li>
<strong>Administer fee agreements:</strong>Prepare and send fee agreements for signature, track outstanding agreements, follow up with clients, and ensure completed copies are properly recorded.</li><li>
<strong>Process consultation payments:</strong>Collect consultation fees, maintain accurate payment records, and follow up on outstanding payments in accordance with established procedures.</li><li>
<strong>Maintain CRM and matter records:</strong>Update client, lead, consultation, and case information in MyCase or other designated systems, ensuring data accuracy and consistency.</li><li>
<strong>Use communication and productivity tools:</strong>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.</li><li>
<strong>Follow established procedures:</strong>Apply standard operating procedures consistently and contribute to the maintenance and improvement of administrative workflows.</li><li>
<strong>Protect confidentiality:</strong>Handle sensitive client information and legal documentation with discretion, maintaining confidentiality and following applicable privacy and firm policies.</li><li>
<strong>Support daily legal operations:</strong>Provide dependable administrative assistance to the attorney and legal team, helping maintain efficient workflows, timely follow-ups, and a positive client experience.</li><h2>Requirements:</h2><li>
<strong>Relevant professional experience:</strong>Three to five years of experience as a legal assistant, intake specialist, legal receptionist, or similar administrative support professional within a law firm.</li><li>
<strong>Legal intake expertise:</strong>Previous experience managing client intake, onboarding, document collection, appointment scheduling, and follow-up processes in a legal or comparable professional environment.</li><li>
<strong>Excellent English communication:</strong>Strong written and spoken English skills, with the ability to communicate clearly, professionally, and empathetically with clients and colleagues.</li><li>
<strong>Client service orientation:</strong>A customer-focused approach, active listening skills, and the ability to handle sensitive inquiries with patience, tact, and professionalism.</li><li>
<strong>Calendar and scheduling management:</strong>Experience coordinating appointments, managing calendars, preventing scheduling conflicts, and tracking time-sensitive deadlines.</li><li>
<strong>Document and records management:</strong>Strong organizational skills and experience maintaining accurate client records, digital files, agreements, and administrative documentation.</li><li>
<strong>CRM proficiency:</strong>Familiarity with client relationship management systems; experience using MyCase is highly desirable.</li><li>
<strong>Office software skills:</strong>Proficiency in Microsoft Office, particularly Word and Excel, as well as familiarity with Adobe tools for reviewing and managing documents.</li><li>
<strong>Business communication systems:</strong>Experience using RingCentral or a comparable business telephone and voicemail platform.</li><li>
<strong>Process-oriented mindset:</strong>Familiarity with standard operating procedures and the ability to follow established workflows consistently, with experience helping maintain procedures considered an advantage.</li><li>
<strong>Court system adaptability:</strong>The ability to learn and navigate the relevant court system and coordinate scheduling requirements accurately.</li><li>
<strong>Attention to detail:</strong>Strong accuracy in handling client information, payment records, legal agreements, and scheduling details.</li><li>
<strong>Organization and time management:</strong>The ability to prioritize competing tasks, meet deadlines, manage follow-ups, and remain productive in a busy legal environment.</li><li>
<strong>Discretion and confidentiality:</strong>A demonstrated commitment to protecting sensitive information and exercising sound judgment when handling confidential legal matters.</li><li>
<strong>Adaptability and reliability:</strong>A proactive, self-sufficient approach to work, with the flexibility to learn new systems, solve problems, and work effectively in a remote setting.</li><li>
<strong>Working hours:</strong>Availability to work from<strong>9:00 a.m. to 6:00 p.m. US Central Time (CST/CDT, depending on daylight saving time)</strong>.</li><li>
<strong>Remote work readiness:</strong>The ability to work full-time from South Africa while maintaining reliable communication and effective coordination with a US-based legal team.</li><h2>Benefits:</h2><li>
<strong>Competitive compensation:</strong>Monthly compensation ranging from<strong>$1,142 to $1,220 USD</strong>, as stated in the original job posting.</li><li>
<strong>Fully remote work:</strong>Work from home in Brazil without the need for daily office attendance.</li><li>
<strong>Paid time off:</strong>Access paid leave to support personal well-being and work-life balance.</li><li>
<strong>Paid parental leave:</strong>Benefit from parental leave provisions.</li><li>
<strong>Performance bonuses:</strong>Opportunities to receive bonuses in accordance with the applicable compensation arrangements.</li><li>
<strong>Long-term career opportunities:</strong>Join a full-time position designed to support ongoing professional engagement and career development.</li><li>
<strong>Professional development:</strong>Access training and learning opportunities to strengthen your legal support, communication, and administrative skills.</li><li>
<strong>Dedicated team support:</strong>Work with a supportive team that helps employees navigate their responsibilities and develop professionally.</li><li>
<strong>Values-driven work environment:</strong>Collaborate with professionals who value cultural diversity, employee well-being, and alignment with shared organizational principles.</li>