Intake Specialist & Client Experience Coordinator

Grant, Genovese & Baratta, LLP; Irvine (CA); Hybrid; USD 75,000 - 90,000; Full time

Benefits offered by this job

Gym in building

Health, dental and vision coverage

401(k)

Paid time off

Parking

Job summary

Grant, Genovese & Baratta, LLP in Irvine, California seeks a front-line Client Coordinator to manage intake, client relations, and marketing support. This hybrid, in-person role handles the initial contact with clients and referral sources, coordinates with attorneys, and ensures a seamless onboarding and engagement process.

You will nurture relationships, coordinate updates, and support events and campaigns to grow the practice.

Qualifications

• Five+ years in a client-facing role with demanding clientele.
• Law firm experience is strongly preferred for client relations, intake, marketing or attorney support.
• Clearly written communication and professional discretion are essential.

Responsibilities

• Be the first response to every new inquiry and manage intake the same business day.
• Coordinate conflict checks, prepare a briefing, and issue engagement letters.
• Maintain warm client relationships and provide proactive updates on next steps.
• Handle routine questions and route billing and legal questions to the right person.
• Keep client and referral-source database current and plan events with attorneys and BD lead.

Skills

Client relations

Intake

Calendar management

Relationship management

Marketing support

Tools

Outlook

Clio

monday.com

Excel

LinkedIn

Canva

Job description

Irvine, California ·Full-time · In person (hybrid considered)

The short version

You will be the first person our clients and referral sources hear from, and the person they come back to when something needs to get done. Founders, CEOs, family-business owners, investors, and the bankers, CPAs and wealth advisors who work with them. Our Corporate & M&A team is small by design — four attorneys and two paralegals — and it runs on one standard: every interaction should feel like the client is our only client. This role exists to make that true, from the first phone call to the closing dinner.

Intake and client relationships are the core of the job. Marketing support, business development support, calendar control and the administrative backbone of the practice are the rest of it. It is a lot. It is built to grow into the Client Coordinator role for the practice, and we will invest in the person who can carry it.

About us

GGB is a boutique law firm in Irvine, founded in 1999, with 30 attorneys across three practices: Corporate & M&A, Business Litigation and Insurance Litigation. The Corporate & M&A group represents privately held companies and their owners through the full life of a business — formation, growth, real estate, acquisitions and exit. Big-firm depth with small-firm attention. Serious about the work; not serious about ourselves.

What you will own

1. Intake and first contact — the core

• Be the first response to every new inquiry — phone, email, web form, referral introduction — the same business day, in a voice that sounds like us.
• Run everything around the intake consultation: gather the facts, coordinate the conflict check, schedule the meeting, hand the attorney a one-page briefing, and afterward issue the engagement letter, collect the payment method on file, open the matter in Clio and make sure nothing sits in a queue. The consultation itself is the attorney's; everything around it is yours.
• Keep prospects warm between the first call and the signed engagement. Know where every open inquiry stands, and why.
• Know where the line is: you are not giving legal advice, and you will know exactly when to bring in an attorney.

2. Client concierge and relationship management

• Be the client's person at the firm — the one who knows their name, their business, their deal and their preferences, and who calls before they have to ask.
• Proactive updates on timing and next steps, coordinated with the responsible attorney. No client should ever wonder what is happening.
• Own the moments: welcome packages, closing gifts, milestone notes, birthdays and anniversaries, handwritten thank-yous that actually get written.
• Gather client feedback on closed matters, turn it into fixes, and — where the client is glad to — into reviews and referrals.
• Handle routine questions yourself; route billing and legal questions to the right person quickly and gracefully.

3. Marketing and business development support

• Keep the practice's client and referral-source database complete and current — every contact properly identified, with the details that let us stay in touch well.
• Plan and run events with the attorneys and our business development lead: partner dinners, breakfast briefings, the annual client event, referral-partner gatherings, holiday gifting. Guest lists, invitations, RSVPs, venue, day-of execution, next-week follow-up.
• Coordinate the practice's newsletter, LinkedIn activity and speaking calendar; prepare and proof collateral; keep directory profiles current.
• Prepare attorneys for meetings with referral sources — who they are, the history, what we have sent them and what they have sent us — track the follow-ups, and make sure every promise made at an event is kept.
• Ask for reviews and referrals at the right moment, in the right way, and within the rules that apply to California lawyers.
• Jump on the unplanned: a pitch deck by Thursday, a last-minute lunch, a gift that has to arrive tomorrow.

4. Calendar control and administrative backbone

• Own the practice's calendar: attorney availability, consultations, closings and signings, board meetings, travel, and the internal cadence — billing cycle meetings, team meetings, the marketing calendar.
• Coordinate with the firm's other practice groups and administrative staff on shared resources, conference rooms and cross-practice client matters.
• Travel, expenses, vendor coordination, meeting logistics, document delivery, notarization coordination, and the hundred small things that make a small team run like a large one.
• Keep our systems honest — Clio Grow, Clio Manage, monday.com, Outlook. If it is in the system, it is true.

What white glove means here

• Speed: same-day response, always; same-hour when it matters.
• Memory: no client repeats themselves to us. Ever.
• Anticipation: you see the next step before the client does and have already handled it.
• Discretion: our clients' business is confidential, and you treat it that way in and out of the office.
• Follow-through: what you say will happen, happens — and the client hears from you when it is done.
• Warmth: polished and personable. You can hold your own at a private equity dinner and make the receptionist's morning on your way in.

Who you are

• Five or more years in a client-facing role where the clientele was demanding and the standard was high. Law firm experience is strongly preferred — client relations, intake, marketing or attorney support. We will also consider private banking or wealth management, luxury hospitality, executive support to a C-suite, or high-end concierge or events work.
• At ease with senior executives, investors, business owners and their advisors — and equally at ease with everyone else. Sophisticated without being stiff. Warm without being casual.
• A writer. Your emails are clear, correct, brief, and sound like a person.
• Organized to a degree that others find slightly alarming. You keep many threads open and drop none.
• Judgment: you know what to decide, what to ask and what to elevate, and you do it fast.
• Fluent with modern tools and quick to learn new ones: Outlook and the Microsoft suite; a CRM or matter-management system (Clio is a plus); monday.com or similar; LinkedIn; Canva or similar; enough Excel to keep a clean list.
• Discreet, reliable, and calm when a closing is going sideways.
• Hungry. You want this role to grow, and you will show us why.
• A sense of humor. This is a serious firm that knows how to have fun, and we would like you to have fun too.

Nice to have: event planning; CRM administration; a notary public commission; experience producing LinkedIn content or newsletters.

Not required: a law degree or paralegal certificate.

Who you are not

• A gatekeeper whose default answer is no.
• A script-reader who needs to be told what comes next.
• Someone who is impressed by titles or intimidated by them.
• Someone who thinks administrative work is beneath them. It is the job — done at a level most people never reach.

Where this goes

This role is built to become Client Coordinator for the practice within 12 to 18 months: owning the client experience program, the relationship database and campaigns, the events calendar and, as the practice grows, the people who help you run them. Do this job at the level described and that path is yours.

Compensation and benefits

• Base salary: $75,000 – $90,000, set by experience.
• Discretionary annual bonus, informed by KPIs we set with you in two areas: client satisfaction (response times, client feedback, reviews and referrals) and marketing performance (database completeness, event execution, campaign delivery).
• Compensation review at six months, not twelve.
• Paid training and professional development, chosen with you.
• A gym in our building.
• Health, dental and vision coverage; 401(k); paid time off and firm holidays; parking.

Location and schedule

Irvine, California, in person. This is a front-of-house role and our clients are in the room. We will consider a hybrid arrangement for the right candidate after onboarding. Occasional early mornings and evenings for events, planned well in advance.