Client Intake & Reception Specialist — In-Office

Crossroads Law; Calgary; On-site; CAD 42,000 - 54,000; Full time

Job summary

Crossroads Law is seeking a Reception & Client Intake Coordinator to join our Calgary team. The role requires delivering exceptional client service, managing front-desk operations, and coordinating intake with lawyers and staff.

The ideal candidate has 3+ years in law-firm reception/intake, excellent written and verbal communication, and strong organizational skills. This is an in-office role with Mon-Fri hours and CPR/First Aid certification supported by the firm.

Qualifications

• Three (3) years’ experience in reception, intake, or administration at a law firm.
• Exceptional written and verbal communication skills.
• Highly developed interpersonal skills and ability to work collaboratively in a team environment.
• Strong organizational skills with a high level of attention to detail and follow through.
• Proficient in MS Word, Excel, Outlook, Adobe, MS Teams.
• Experience working with Legal Accounting software (Unity) is a bonus.

Responsibilities

• Provide exceptional customer service to potential and active clients.
• Welcome clients, vendors, couriers, and other visitors in a professional and courteous manner.
• Respond to and triage all incoming calls for the office and provide backup phone support to the counterpart in the other province.
• Monitor and respond to incoming reception emails, ensuring inquiries are triaged and addressed promptly.
• Support client intake by communicating with prospective clients about our services, booking and confirming consultations, sending Microsoft Teams links, running conflict checks, opening files in Unity, and coordinating with lawyers and their support staff.
• Maintain general correspondence via telephone and email inquiries.
• Draft and format documents, forms, and correspondence related to reception and client intake, as requested.
• Maintain accurate records and electronic files for lawyers and clients.
• Update and maintain general forms such as intake questionnaires, payment authorization forms, and other shared documents within the firm's cloud-based document management systems and client intake software
• Support with maintaining online scheduling via our online booking system, including scheduling, rescheduling, and cancelling appointments, updating intake questionnaires, and maintaining calendar availability.
• Work collaboratively with the reception and client intake coordination team, including providing backup support to counterpart in the other province, fostering strong communication and teamwork.
• Support the onboarding and cross-training of any reception and client intake coordination team members to promote consistency in client service, administrative processes, and office operations.
• Work with accounting and legal support staff to ensure all incoming cheques are accurately recorded and accounted for.
• Coordinate with couriers to arrange for document delivery and pickup.
• Collaborate with legal support staff on occasional administrative tasks such as scanning, binder preparation, and process server coordination, as needed when float support is not available.
• Provide administrative support to the Operations Leadership Team and collaborate with lawyers and staff on administrative and operational initiatives as required.

Skills

Communication

Interpersonal skills

Organizational skills

Attention to detail

MS Word

Excel

Outlook

Adobe

MS Teams

Unity (Legal accounting software)

Tools

MS Word

Excel

Outlook

Adobe Acrobat

MS Teams

Unity (Legal Accounting)

Job description

Crossroads Law is seeking a Reception & Client Intake Coordinator to join our Calgary team. The role requires delivering exceptional client service, managing front-desk operations, and coordinating intake with lawyers and staff.

The ideal candidate has 3+ years in law-firm reception/intake, excellent written and verbal communication, and strong organizational skills. This is an in-office role with Mon-Fri hours and CPR/First Aid certification supported by the firm.