Remote Client Intake & Scheduling Specialist

HireHawk Inc.; Philippines; Remote; PHP 893,000 - 1,030,000; Full time

Benefits offered by this job

Perk marketplace

Early payout option

Job summary

HireHawk Inc. is seeking a Client Intake & Scheduling Coordinator to be the first point of contact for prospective clients. You will handle inbound and missed calls, manage inquiries, and schedule consultations with the Managing Attorney to ensure timely responses.

This role emphasizes client communication, organization across multiple conversations, and escalation when needed. It is remote, full-time, with an emphasis on reliable remote work setup and professional service to U.S.-based clients.

Qualifications

• 2+ years of experience in customer service, client intake, reception, appointment setting, administrative support, or another client-facing role.
• Excellent spoken and written English with a confident, professional phone presence.
• Hands-on experience answering inbound calls and promptly returning missed calls, messages, or inquiries.
• Experience scheduling appointments and maintaining professional calendars with strong attention to detail.
• Strong follow-up habits and the ability to manage multiple active inquiries without losing track of next steps.
• Ability to work independently, remain highly responsive, and stay dependable during an agreed remote working schedule.
• Reliable computer, high-speed internet connection, and a professional remote workspace.

Responsibilities

• Create a strong first impression for prospective clients through prompt, professional, and welcoming phone and email communication.
• Respond quickly to inbound calls, missed calls, messages, and new lead inquiries so potential clients receive timely attention.
• Schedule qualified prospective clients for consultations with the Managing Attorney and maintain an accurate, well-organized calendar.
• Own follow-up on outstanding inquiries and communications so prospective clients do not fall through the cracks.
• Keep appointment, lead, and client information accurate and up to date across the firm's systems.
• Coordinate communication between prospective clients, the Managing Attorney, and legal team members when additional assistance or escalation is required.
• Recognize questions that require legal guidance and route them appropriately without attempting to provide legal advice.
• Manage multiple communication channels and competing priorities while maintaining a calm, professional client experience.
• Identify unanswered messages, scheduling issues, and pending follow-ups proactively rather than waiting to be reminded.
• Support general administrative work during periods of lower call and lead volume.

Skills

Customer service

Appointment scheduling

Phone communication

English communication

Remote work

Calendar management

Follow-up discipline

Tools

CRM software

Job description

HireHawk Inc. is seeking a Client Intake & Scheduling Coordinator to be the first point of contact for prospective clients. You will handle inbound and missed calls, manage inquiries, and schedule consultations with the Managing Attorney to ensure timely responses.

This role emphasizes client communication, organization across multiple conversations, and escalation when needed. It is remote, full-time, with an emphasis on reliable remote work setup and professional service to U.S.-based clients.