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Legal Intake Coordinator

Law Firm Confidential

San Jose - CA, CA

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JOB DETAILS
SKILLS
Administrative Skills, Attorney, Calendar Management, Case Management, Communication Skills, Contact Management, Copying Machines, Customer Relations, Customer Support/Service, Data Collection, Data Quality, Detail Oriented, Document Scanners, Legal, Legal Support Skills, Multitasking, Operational Support, Organizational Skills, Presentation/Verbal Skills, Professional Services, Sales Prospecting, Telephone Skills, Time Management, Training/Teaching, Writing Skills
LOCATION
San Jose - CA, CA
POSTED
30+ days ago
Benefits:
  • 401(k)
  • 401(k) matching
  • Bonus based on performance
  • Opportunity for advancement
  • Paid time off
  • Training & development


Job Summary

A confidential, established California law firm is seeking a full-time Legal Intake Coordinator to support front-office operations, client intake, scheduling, client communication, document handling, and general front office administrative workflow.


This position is well-suited for someone who is professional, steady, discreet, detail-oriented, and comfortable serving as one of the first points of contact for prospective clients, existing clients, attorneys, staff, vendors, and visitors. The person in this role must be able to communicate clearly, gather information accurately, follow internal procedures, and help ensure that new inquiries and routine administrative matters are handled with care, consistency, and professionalism.


The ideal candidate will have prior experience in a law firm, professional services firm, or client-service office environment where accuracy, confidentiality, responsiveness, and good judgment are essential. Legal intake experience is helpful, but the most important qualities are strong communication skills, emotional maturity, attention to detail, comfort with technology, and the ability to keep daily client-facing and administrative activity organized and moving forward.


Responsibilities 
  • Answer incoming calls professionally and route calls, messages, and inquiries appropriately 
  • Serve as an initial point of contact for prospective clients and help guide them through the firm’s intake process 
  • Gather basic information from prospective clients in a clear, organized, and professional manner 
  • Enter and update prospective client information in the firm’s intake, contact management, or case management systems 
  • Help screen new inquiries according to firm procedures and escalate appropriate matters for attorney or management review 
  • Schedule consultations, confirm appointments, and communicate with prospective clients regarding scheduling and next steps 
  • Track intake-related communications, follow-up items, and pending prospective client matters 
  • Monitor and help manage general office communications, including phone calls, emails, mail, deliveries, and other incoming information 
  • Greet visitors, clients, vendors, and other guests in a professional and courteous manner 
  • Coordinate calendars, confirm meetings, and help maintain reliable communication around deadlines and availability 
  • Provide general administrative support to attorneys, managers, and staff as needed 
  • Prepare, scan, copy, upload, organize, and maintain documents and electronic files 
  • Assist with opening, updating, organizing, and closing client or administrative files 
  • Help maintain accurate contact information, records, notes, and internal administrative data 
  • Support basic office operations, including supplies, conference room preparation, visitor coordination, and daily office organization 
  • Handle confidential, sensitive, and privileged information with care and discretion 
  • Follow internal procedures and help ensure that routine intake and administrative work is completed accurately and consistently 
  • Identify missing information, unclear instructions, or administrative issues and escalate them appropriately 
  • Contribute to a professional, respectful, and service-oriented office environment
Qualifications
  • Prior experience as an intake coordinator, receptionist, administrative assistant, legal assistant, office assistant, customer service representative, or similar client-facing office role 
  • Law firm, legal intake, or professional services experience preferred, but not required for the right candidate 
  • Strong verbal and written communication skills 
  • Professional phone presence and client-service orientation 
  • Ability to communicate with prospective clients calmly, clearly, and professionally 
  • High attention to detail and ability to gather, enter, and track information accurately 
  • Strong organizational skills and ability to manage multiple tasks during a busy workday 
  • Reliable attendance, punctuality, and commitment to working in an in-office professional environment 
  • Comfort using computers, email, calendars, document systems, databases, scanners, copiers, and other office technology 
  • Ability to maintain strict confidentiality and exercise sound judgment with sensitive information 
  • Professional demeanor when interacting with clients, prospective clients, attorneys, staff, vendors, and visitors 
  • Ability to work independently while also supporting a team-based office environment 
  • Willingness to assist with routine administrative and office-support tasks as needed 
  • Positive, steady, mature, and service-minded approach to daily work

About the Company

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Law Firm Confidential