Legal Intake & Scheduling Coordinator

About the role

We are a boutique Colorado estate planning law firm seeking a warm, organized, and detail-oriented Client Intake & Scheduling Coordinator to support prospective and current clients throughout the estate planning process. This role also serves as the primary administrative point of contact for the firm’s educational program. The position is ideal for someone who is highly organized, responsive, and especially patient and compassionate when communicating with clients who may need additional time, guidance, or reassurance, whether due to age, comfort with technology, or the personal nature of estate planning. A warm, thoughtful, and supportive client experience is central to the firm’s culture and an important part of this role.

Responsibilities

• Respond to client inquiries via phone and email and provide scheduling assistance
• Coordinate and schedule client appointments throughout the planning process
• Ensure all required intake information and documentation is received for new client onboarding
• Track onboarding progress and follow up on outstanding items
• Manage calendar updates, confirmations, and reminders
• Maintain accurate client and appointment records
• Serve as the primary point of contact for participants in the firm’s educational program
• Manage participant communications and records
• Assist with the firm’s quarterly newsletter and other marketing materials, as needed

Qualifications

• Experience in client coordination, intake, scheduling, or administrative support, preferably in a law firm setting
• Excellent written and verbal communication skills
• Patient, professional, and courteous communication style
• Strong organizational skills and attention to detail
• Able to manage multiple moving parts and follow through reliably
• Flexible and open to learning new systems and processes

Skills

Preferred: Experience with Outlook, Calendly, Clio, Kajabi, and Canva