Client Intake Coordinator & Receptionist

Hirzel Law, PLC; Farmington Hills (MI); On-site; USD 45,000 - 55,000; Full time

Benefits offered by this job

Quarterly bonus

401(k) with firm match

Health insurance

Paid holidays and PTO

Job summary

Hirzel Law, PLC in Farmington Hills, MI is seeking a Client Intake Coordinator & Receptionist to own the client intake process end-to-end and anchor the front desk. You will manage HubSpot pipeline, schedule and confirm attorney availability, and ensure timely call backs.

The role requires 2+ years of phone-heavy client-facing experience, strong CRM skills (HubSpot preferred), and a strict in-office schedule Monday–Friday, 9:00 AM–5:00 PM.

Qualifications

• 2+ years of phone-heavy, client-facing experience.
• Hands-on CRM experience managing a pipeline (HubSpot preferred).
• Strong follow-up discipline and accurate lead entry.
• Excellent phone presence and precise written capture.
• Full-time, in-office in Farmington, MI; no remote or hybrid arrangement.

Responsibilities

• Handle roughly 800 inbound calls monthly, routing to attorneys or guiding intake.
• Oversee ~50 prospective client intakes monthly, collecting complete, accurate information.
• Move deals through HubSpot pipeline and assign owners; ensure proper handoffs.

Skills

Phone etiquette

CRM experience

HubSpot

Lead follow-up

Tools

HubSpot CRM

Microsoft Teams

Case management software

MS 365

Job description

Position: Client Intake Coordinator & Receptionist

Pay: $45,000 - $55,000 per year

We are hiring a Client Intake Coordinator to be the voice of the firm: the person our clients recognize when they call, the person who gets a new client's story right the first time, and the person who ensures no lead waits long for a callback. You will own our client intake process end-to-end, run our sales pipeline in HubSpot, and anchor the front desk at our Farmington office.

What You Will Own

• Inbound Calls - Roughly 800 calls a month reach the intake function. You will quickly determine whether a caller is an existing client, a prospect, and either route them to the right attorney or take them through intake. You will use our case management software to look up existing clients; we also rely on it for calendaring and task management. We use Microsoft 365 extensively, and before transferring any call, you will check Teams to confirm the attorney is available. You will also keep the firm's voicemail up to date, ensuring every message is returned within one business day.
• New Client Intake - Follow up quickly on about 50 prospective client intakes per month, including phone calls and online form fills on our website. Your job is to quickly gather complete, accurate information the first time so our attorneys can engage immediately rather than calling back for the basics.
• The HubSpot Pipeline - You will move deals through the pipeline, assign deal owners, hand qualified leads to the sales attorney, and confirm that the handoff was received.
• Fee Agreements - You will send new client fee agreements and track them to signature, following up on anything outstanding. Conduct thorough and accurate conflict checks.
• The Front Desk & Supplies - You will sit at the front of our office, greet visitors, and promptly notify the attorney or staff member they are there to see, process deliveries, and keep the office supplies stocked. This is a five-day in-office role by design; physical presence is a key part of the job.
• Ad Hoc Projects - As capacity allows, assist with marketing and administrative projects. This includes entering prospects into HubSpot, supporting marketing campaigns, and other tasks that help the team.

What We Require

• 2+ years of phone-heavy, client-facing experience — client intake, inside sales, business development, or high-volume client service. Legal experience is welcome but not required.
• Hands‑on CRM experience managing a pipeline or lead queue, not just data entry. HubSpot strongly preferred.
• Demonstrated follow-up discipline. You will be measured on speed to lead, accuracy of lead entry, and completeness of intakes.
• Excellent phone presence and accurate written capture. You can hold a warm conversation and produce a complete, correct record of it.
• Full‑time, in office in Farmington, MI, Monday through Friday, 9:00 AM to 5:00 PM. No remote or hybrid arrangement is available for this role.

A plus, not required: law firm or professional services background; familiarity with community associations or property management.

What We Offer

• Compensation: $45,000–$55,000 annually, commensurate with experience.
• Participation in Firm-Wide Quarterly Bonus.
• 401(k) with 4% Firm Match (100% on First 3% & 50% on Next 2%).
• Healthcare Coverage Options with Dental & Vision Included.
• 10 Paid Firm Holidays & 15 Days of PTO Annually.