Client Intake & Scheduling Coordinator

About the role

The Client Intake & Scheduling Coordinator is the first point of contact for prospective clients of a U.S.-based law firm. You will manage inbound communications, arrange consultations with the Managing Attorney, and ensure no lead is lost due to missed follow‑up. The role blends fast‑paced client service with careful administrative oversight.

Key responsibilities

• Create a professional first impression through prompt phone and email responses.
• Answer inbound calls, return missed calls, and handle new lead inquiries swiftly.
• Schedule qualified prospects for consultations and maintain an accurate calendar.
• Own follow‑up on outstanding inquiries to prevent leads from falling through the cracks.
• Keep client, lead, and appointment data up to date across firm systems.
• Coordinate communication between prospects, the Managing Attorney, and legal team members when escalation is needed.
• Identify questions requiring legal advice and route them appropriately.
• Manage multiple communication channels while maintaining a calm, professional client experience.
• Support general administrative tasks during periods of lower call volume.

Required profile

• Minimum 2 years of experience in customer service, client intake, reception, appointment setting, or similar client‑facing roles.
• Excellent spoken and written English with a confident, professional phone presence.
• Proven ability to handle inbound calls and promptly return missed calls and messages.

Required skills