Legal Receptionist & Client Intake Coordinator
$135,200,000–$166,400,000 year
RemoteAdelaide, South Australia, Australia or Philippines
Job Summary
Manage incoming enquiries via phone and electronic channels, reviewing website forms and emails to gather preliminary intake details. Confidently guide qualified prospects into booked appointments with the legal team, sending confirmations and onboarding materials while maintaining structured follow-up cadences through phone, SMS, and email. Coordinate calendars for the firm's legal team across multiple time zones, creating Microsoft Teams links and ensuring attorneys are briefed with necessary client background information. Enter and update prospect data within Setify and integrated legal software, ensuring completeness and integrity across all connected practice systems. Provide reliable remote reception coverage during Australian hours from midday to 8:00 PM or 9:00 PM, answering general inquiries and routing calls accurately.
Required Qualifications
- Exceptional, fluent spoken and written English skills
- Outstanding telephone etiquette with proven confidence conversing naturally with Australian clients
- Background as a Receptionist, Client Intake Specialist, Appointment Setter, or Administrative Assistant
- Proven ability to convert incoming leads or inquiries into booked appointments without using aggressive sales tactics
- Hands-on experience with Microsoft 365 (Outlook, Teams), calendar management tools, and SMS/communication platforms
- High emotional intelligence
- Discretion with sensitive data
- Meticulous attention to detail
- Strong self-management skills
- Available for Australian Hours — Midday to 8:00 PM or 9:00 PM (AU local time)
- Available for holidays aligned with Australian Public Holidays
Desired Qualifications
- Experience working within an Australian law firm or legal environment
- Prior experience in Family Law, Wills & Estates, or personal legal services
- Familiarity with Setify or specialized legal practice management/CRM systems
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