Client Intake Coordinator
$60,000–$80,000 year
On-sitePhiladelphia, Pennsylvania, United States
Job Summary
Conduct client intake by phone, email, and web form, calling every lead back within the same day to assess need, fit, and urgency. Lead conversations that book qualified consultations while the client is still on the phone. Own the referral tracker end to end, coordinate with co-counsel across a 50-state estate planning network, and manage the Owner's inbox by triaging, replying in her voice, and delivering daily summaries. Source, hire, onboard, and supervise a virtual assistant while keeping office logistics running. Partner on refining the firm's AI workflows and flag anything that misses the mark. This role requires 3+ years in legal intake or executive assistant work, warm communication, and sound judgment. Full-time, in-office hours in Philadelphia include one Saturday monthly for Signing Days.
Required Qualifications
- 3+ years in legal intake, executive assistant, client services, or legal operations
- Warm, clear, plain-English communication—on the phone and in writing
- Sound judgment about who's a fit and what comes first
- Strong organization under competing priorities
- Comfort with AI tools and eagerness to learn ours
- An LGBTQ+-affirming spirit and the ability to represent our values authentically
- Full-time employment
- In-office presence at the Philadelphia office during standard business hours
- Availability for one Saturday a month for Signing Days
Desired Qualifications
- Bonus points for a paralegal or legal-admin background
- Legal CRM experience (specifically Monday.com)
- Exposure to estate planning, probate, or family law intake
- Experience managing a virtual assistant or direct report
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