Legal Intake Coordinator

HireUs.PH OPC; Metro Manila; Remote; PHP 335,000 - 580,000; Full time

Job summary

HireUs.PH OPC is seeking a Legal Intake Coordinator to be the first point of contact for prospective clients. You’ll evaluate needs, gather case details, and guide the onboarding process while handling calls, email, and chat as needed.

Responsibilities include screening inquiries, routing cases to the appropriate department, maintaining accurate confidential records in the CRM, and coordinating initial consultations. This is a remote, full-time role with consistent schedule.

Qualifications

• Must have at least 2 years of legal intake, client service, or administrative experience in a legal setting.

Responsibilities

• Answer incoming calls and other communications; conduct initial screenings to assess client needs and gather case information; document data in intake system.
• Evaluate potential cases against firm criteria; allocate to the appropriate department or specialist; explain intake process.
• Maintain professional, empathetic communication; manage expectations; follow up to complete intake process.
• Input and organize confidential client information and logs in the case management software; schedule initial consultations.
• Adhere to confidentiality and data privacy regulations; ensure information is precise and complete.
• Follow up with potential clients who do not sign up with the firm.

Skills

CRM software

Legal case management

Microsoft Office

Typing speed

Communication skills

Education

Bachelor's degree in Legal Management

Paralegal Studies

High school diploma with significant experience

Tools

Clio

MyCase

Microsoft Office

Job description

Location: Philippines - Work From Home

Type: Full Time

Schedule: 5-6 days, 8 hours each (Mon, Tue, Wed, Thu, Fri) 08:00 - 17:00 (MST)

Description

A Legal Intake Coordinator serves as the crucial first point of contact for prospective clients, evaluating their needs, gathering essential case information, and facilitating a seamless onboarding process. Handles incoming communications via phone, email, and potentially chat, ensuring clients feel understood and supported while efficiently identifying relevant legal services.

Responsibilities

• Answer incoming phone calls and other communications, conduct initial screenings by asking comprehensive questions to assess client needs, gather detailed case information, and determine the nature of their legal inquiry; accurately record all potential client data in the designated CRM or intake system.
• Evaluate potential client cases against established firm criteria to determine suitability and allocate them to the appropriate legal department or specialist; identify and address immediate client concerns while providing clear explanations of the intake process.
• Maintain professional and empathetic communication with potential clients, explain next steps, manage expectations, and ensure a positive initial experience; follow up with prospective clients as needed to complete the intake process or provide updates.
• Accurately input and organize confidential client information, case details, and communication logs into the firm’s case management software; manage scheduling for initial consultations and coordinate attorney availability, ensuring all intake forms are thoroughly completed.
• Adhere strictly to confidentiality protocols, data privacy regulations, and firm policies regarding client intake and information handling; ensure all collected information is precise and complete to support efficient legal processing.
• Follow-up with potential new clients who do not sign-up with the firm.

Qualifications

• Bachelor's degree in Legal Management, Paralegal Studies, or a related field is preferred; a high school diploma with significant relevant experience may be considered.
• Minimum of two (2) years of proven experience in a legal intake role, customer service, or administrative position within a legal environment.
• Proficient in using CRM software, legal case management systems (e.g., Clio, MyCase), and Microsoft Office Suite (Word, Excel, Outlook); experience with virtual communication tools and strong typing speed.
• Exceptional active listening, verbal, and written communication skills with ability to articulate complex legal processes simply and clearly.
• Demonstrated empathy, patience, and a professional demeanor when interacting with individuals facing stressful situations.
• Strong organizational skills, meticulous attention to detail, ability to manage multiple intakes simultaneously, and a high level of responsibility handling sensitive information.
• Proven ability to work independently and as part of a team.

Skills

Legal Intake Coordination, CRM and Case Management Software, Communication Skills, Administrative Skills, Technical Skills

Experience

Minimum of two (2) years of proven experience in a legal intake role, customer service, or administrative position within a legal environment