Client Intake Coordinator

About the role

This is a high-trust, high-ownership position. You’ll run our intake process from first hello to booked consultation, manage the Owner’s inbox in her voice, help build out a support team, and shape how we use AI to work smarter. If you love talking to people, exercising real judgment, and keeping a busy practice running smoothly, you’ll thrive here.

Responsibilities

• Be the first point of contact for new inquiries by phone, email, web form, and referral—and call every lead back the same day
• Lead intake conversations that assess need, fit, and urgency, then book qualified consultations while the client is still on the phone
• Own the referral tracker end to end and coordinate with co-counsel across a 50-state estate planning network
• Manage the Owner’s inbox: triage, reply in her voice, deliver a morning summary, and close every loop
• Source, hire, onboard, and supervise a virtual assistant
• Keep the office running—supplies, mail, visitors, and monthly Signing Day logistics
• Partner on refining the firm’s AI workflows, and flag anything that misses the mark

Requirements

• 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

Qualifications

• A paralegal or legal-admin background is a plus
• Legal CRM experience (we’re moving to Monday.com) is a plus
• Exposure to estate planning, probate, or family law intake is a plus
• Experience managing a virtual assistant or direct report is a plus

Skills

• 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

Benefits

• 100% employer-paid employee health premium
• Paid time off and holidays
• Performance and incentive bonuses

Pay

$60,000–$80,000 annually, based on experience

Schedule

Full-time and in-office at our Philadelphia office during standard business hours, plus one Saturday a month for Signing Days—with a floating day off that month to balance it out. Being here in person matters: intake is relationship building, and presence is part of how the work gets done.