V104C - Legal Office Intake Coordinator

Job Duck LLC; United States; Remote; USD 153,000 - 163,000; Full time

Job summary

Job Duck LLC is seeking an empathetic and highly organized Legal Office Intake Coordinator to support a busy US-based law practice. You will guide clients through intake and onboarding, manage communications, payments, and documents, and help maintain the attorney’s calendar and CRM to ensure a welcoming, efficient client experience.

The role requires professional English, discretion, and a detail-oriented approach, with the ability to handle confidential information and coordinate with the

Qualifications

• Three to five years of experience as an assistant, intake specialist, legal receptionist, or similar in a law firm.
• Experience supporting client intake, onboarding, calendar management, document collection, and follow-up processes.
• Excellent spoken and written English.
• Strong customer service and professional communication abilities.
• Experience with SOPs is highly appreciated.
• Experience with MyCase is highly appreciated.
• Proficient in Microsoft Word and Excel.
• Familiarity with Adobe for reviewing and managing documents.
• Experience with RingCentral or a similar phone system.
• Ability to learn and navigate the firm’s court system.
• Availability to work from 9:00 a.m. to 6:00 p.m. Central Time.

Responsibilities

• Follow up with leads consistently and document all communication and next steps.
• Upload, organize, and maintain client documents in the appropriate systems.
• Send welcome emails and provide clients with lists of documents they need to gather.
• Manage prospective client intake and support clients throughout the onboarding process.
• Schedule consultations, appointments, meetings, and court dates accurately.
• Check voicemails regularly and ensure messages receive appropriate follow up.
• Place outgoing calls and respond to client inquiries with empathy and professionalism.
• Follow up with prospective and existing clients by telephone and email.
• Manage the attorney’s calendar and monitor the schedule to prevent conflicts.
• Navigate the firm’s court system to assist with scheduling and court date coordination.
• Use RingCentral to manage client calls and voicemail communications.
• Maintain accurate client, consultation, and matter records.
• Manage and update client and lead information in MyCase.
• Collect consultation payments and maintain accurate payment records.
• Track outstanding fee agreements and follow up with clients to collect completed copies.
• Prepare and send fee agreements for signature.
• Provide dependable administrative support to help the legal team maintain an organized and responsive client experience.
• Protect confidential client and firm information at all times.
• Use Microsoft Word, Excel, Adobe, and other approved tools to complete administrative tasks.
• Support the implementation and maintenance of standard operating procedures.

Skills

Client Intake

Onboarding

Calendar Management

Appointment Scheduling

Lead Follow Up

Client Communication

Customer Service

CRM Management

Document Management

Payment Collection

Fee Agreement Admin

Office Suite

MyCase

RingCentral

SOPs

Court Date Coordination

English Communication

Active Listening

Empathy

Attention to Detail

Organization

Time Management

Discretion and Confidentiality

Relationship Building

Adaptability

Reliability

Conflict Prevention

Tools

Microsoft Word

Microsoft Excel

Adobe

MyCase

RingCentral

Job description

For ambitious, culturally diverse, curious minds seeking booming careers, Job Duck unlocks and nurtures your potential. We connect you with rewarding, remote job opportunities with US-based employers who recognize and appreciate your skills, allowing you to not just survive but thrive. As a lifestyle company, we ensure that everybody working here has a fantastic time, which is why we’ve earned the Great Place to Work Certification every year since 2022!

Job Description:

Job Duck is seeking an empathetic and highly organized Legal Office Intake Coordinator to support a busy legal practice serving clients across employment, whistleblowing, and real estate matters. In this role, you will guide prospective and existing clients through the intake and onboarding process while ensuring that communications, documents, payments, agreements, and appointments are handled accurately and promptly. You will also help maintain the attorney’s calendar, manage the CRM, and follow up with leads to create a welcoming and dependable client experience. This opportunity is ideal for a polished legal support professional who communicates confidently in English, understands the importance of discretion, and can balance compassionate service with close attention to detail.

Monthly Compensation Range: $1,142 to $1,220 USD

Responsibilities include, but are not limited to:

• Follow up with leads consistently and document all communication and next steps.
• Upload, organize, and maintain client documents in the appropriate systems.
• Send welcome emails and provide clients with lists of documents they need to gather.
• Manage prospective client intake and support clients throughout the onboarding process.
• Schedule consultations, appointments, meetings, and court dates accurately.
• Check voicemails regularly and ensure messages receive appropriate follow up.
• Place outgoing calls and respond to client inquiries with empathy and professionalism.
• Follow up with prospective and existing clients by telephone and email.
• Manage the attorney’s calendar and monitor the schedule to prevent conflicts.
• Navigate the firm’s court system to assist with scheduling and court date coordination.
• Use RingCentral to manage client calls and voicemail communications.
• Maintain accurate client, consultation, and matter records.
• Manage and update client and lead information in MyCase.
• Collect consultation payments and maintain accurate payment records.
• Track outstanding fee agreements and follow up with clients to collect completed copies.
• Prepare and send fee agreements for signature.
• Provide dependable administrative support to help the legal team maintain an organized and responsive client experience.
• Protect confidential client and firm information at all times.
• Use Microsoft Word, Excel, Adobe, and other approved tools to complete administrative tasks.
• Support the implementation and maintenance of standard operating procedures.

Requirements:

• Three to five years of experience as an assistant, intake specialist, legal receptionist, or similar support professional within a law firm
• Previous experience supporting client intake, onboarding, calendar management, document collection, and follow up processes
• Excellent spoken and written English
• Strong customer service and professional communication abilities
• Experience using standard operating procedures is highly appreciated
• Experience with MyCase is highly appreciated
• Proficiency with Microsoft Office Suite, including Word and Excel
• Familiarity with Adobe for reviewing and managing documents
• Experience with RingCentral or a comparable business phone system
• Ability to learn and navigate the firm’s specific court system
• Availability to work from 9:00 a.m. to 6:00 p.m. Central Time

Required Skills

• Legal Client Intake
• Client Onboarding
• Calendar Management
• Appointment Scheduling
• Lead Follow Up
• Client Communication
• Customer Service
• CRM Management
• Document Management
• Payment Collection
• Fee Agreement Administration
• Microsoft Office Suite
• Microsoft Word
• Microsoft Excel
• Adobe
• MyCase
• RingCentral
• Standard Operating Procedures
• Court Date Coordination
• Professional English Communication
• Active Listening
• Empathy
• Attention to Detail
• Organization
• Time Management
• Discretion and Confidentiality
• Relationship Building
• Adaptability
• Reliability
• Conflict Prevention

Work Shift:

9:00 AM - 6:00 PM [CST][CDT] (United States of America)

Languages: English