Client Intake Coordinator

Buyidahorealestate; Cary (NC); On-site; USD 22,000 - 30,000; Full time

Job summary

Breeden Law Office in Cary, NC is seeking an Intake & Reception Specialist to be the first voice and face of the firm. This full-time, on-site role blends front desk duties with intake of prospective clients and scheduling consultations.

Training will be provided, law-firm experience is a plus but not required, and the candidate should be warm, organized, and detail-focused. You will manage calls, schedule appointments across attorneys and locations, process payments, handle mail and

Qualifications

• Discreet: you keep client matters strictly confidential, always.
• Trustworthy: you handle firm and client financial matters with care.
• Detail-oriented: you follow through and follow established procedures accurately.
• Calm under pressure: you stay professional and composed with clients, especially in stressful moments.
• Warm and personable: you have a pleasant, professional manner on the phone and in person.
• Persuasive: you can make a compelling, genuine case for why someone should book a consultation.
• Organized: you balance and prioritize competing tasks efficiently.
• Coachable: you welcome feedback and use it to keep improving.
• Professional: you present a polished, professional appearance.

Responsibilities

• Intake & Phones: be the first impression, answer calls quickly, guide prospects to consultations.
• Front Desk & Client Experience: greet clients, offer beverages, keep lobby and rooms welcoming.
• Scheduling, Payments & Billing: schedule appointments, process payments, bill clients, track time.
• Mail & Administration: manage daily mail, scan documents, log outgoing mail, maintain supplies.

Job description

Breeden Law Office - Cary, NC - Full-time, in person

• Do you want to make a difference in a career that helps children and families?

• Are you the warm, calm voice people want to hear when they call a law firm during one of the hardest times of their lives?

• Do you enjoy talking with people, understanding what they need, and guiding them confidently to the next step?

• Are you comfortable making a persuasive case and handling objections, without ever being pushy?

• Do you thrive in a fast-paced environment where no two days are the same?

• Are you a quick learner with solid technology skills and a real eye for detail?

• Do you hold yourself to high ethical standards and want to work for a firm that does the same?

If these questions describe you, our growing family law firm may be a great fit.

About the Role

We’re looking for an Intake & Reception Specialist to be the first voice and first face of Breeden Law Office. This role is a blend of two jobs:

• Reception: Welcoming clients and visitors, running a polished front office, and keeping the day's mail and administrative work moving.

• Intake: Answering calls from people considering legal help, understanding their situation, and booking them for consultations with our team.

The right person is as comfortable reassuring a nervous caller as they are confidently turning that conversation into a scheduled consultation. You'll be a key part of how our firm grows. You don't need law firm experience. We provide extensive, structured intake training so you'll have a proven process to follow from day one. Law office experience is a plus, but we're glad to train the right person.

What You'll Do

Intake & Phones

• As the first impression of Breeden Law Office, make everyone feel like they are communicating with someone who is knowledgeable, professional, and caring

• Answer incoming calls quickly and professionally, with a pleasant demeanor, following our structured call process for prospective clients

• Use a consultative approach to guide prospective clients to a consultation using the provided scripting

• Listen carefully, address concerns and objections, and successfully schedule consultations

• Qualify prospective clients to ensure they are actually new clients and are interested in the legal support that Breeden Law Office can provide

• Make follow‑up calls to leads based on the firm's follow‑up schedule

• Onboard prospective and new clients in our intake and case management systems

• Work with our Law Firm Administrator on lead follow‑up and pipeline management

• Screen and manage solicitation calls

• Follow existing SOPs and update them when team processes change.

• Report daily on incoming and outgoing call activity

Front Desk & Client Experience

• Greet prospective clients, current clients, and visitors warmly and promptly

• Offer guests a beverage from our drink menu

• Keep the lobby, front office, and conference rooms neat, organized, and welcoming, resetting rooms after each appointment

Scheduling, Payments & Billing

• Schedule appointments across multiple attorneys and office locations

• Process client payments accurately through our online payment portal

• Bill clients carefully and accurately for work and services

• Track your billable and non‑billable time accurately on the same day the work is done

Mail & Administration

• Receive and process daily mail and scan documents to the correct client folders

• Log outgoing mail, verify contents and certificates of service, and apply proper postage

• Keep the team informed of supply needs

Who You Are

• Discreet. You keep client matters strictly confidential, always.

• Trustworthy. You handle firm and client financial matters with care.

• Detail‑oriented. You follow through and follow established procedures accurately and consistently.

• Calm under pressure. You stay professional and composed with clients, especially in stressful moments.

• Warm and personable. You have a pleasant, professional manner on the phone and in person.

• Persuasive. You can make a compelling, genuine case for why someone should book a consultation.

• Organized. You balance and prioritize competing tasks efficiently.

• Coachable. You welcome feedback and use it to keep improving.

• Professional. You present a polished, professional appearance.