Reception & Law Firm Intake Coordinator

About Us
We are a law firm based in Baltimore, Maryland, practicing business and corporate law, real estate, estate planning, commercial and real estate litigation, and family law. Our firm is focused on bringing innovation and modernization to the practice of law, with a strong commitment to our clients and our team. We value a high-touch client experience from the very first call.

Salary:
PEN 3700 to PEN 4100

Key Responsibilities
• Answer incoming calls through RingCentral, communicate professionally with callers, gather essential details, and direct inquiries to the appropriate team members.
• Manage the prospective-client intake process, from the initial inquiry through consultation scheduling, follow-up, and engagement.
• Enter and maintain prospect information, intake records, and conflict-check details in Clio Grow.
• Coordinate consultations according to the relevant practice area and type of legal matter.
• Follow up with prospective clients regarding engagement agreements, signatures, and payment arrangements.
• Prepare new matters for the legal team's review and transfer, including setup and documentation in Clio Manage.
• Use Google Workspace applications, including Gmail, Calendar, and Drive, to manage communications, schedules, and documents.
• Follow established procedures, exercise sound judgment, and refer legal questions, potential conflicts, and nonstandard engagement decisions to the attorneys.
• Maintain complete records and timely follow-ups to ensure inquiries and administrative tasks are handled consistently. Required Skills and Competencies
• Excellent verbal communication and professional phone etiquette, with a warm, confident, patient, and articulate approach.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities while keeping records accurate and follow-ups on schedule.
• Comfort working with digital tools, learning new software, and following established workflows.
• A proactive mindset and the ability to take ownership of the intake process from beginning to end.
• Good judgment when determining which matters require escalation to an attorney.
• A client-oriented approach and an understanding of the importance of the intake process in building client relationships. Qualifications
• At least 2 years of experience in reception, front-office support, intake, administration, or operations.
• Previous experience working at a U.
S. law firm, particularly in client intake or prospective-client coordination, is highly desirable. Candidates with direct experience handling legal inquiries, scheduling consultations, and managing client intake workflows will be especially valued.
• Experience in a U.
S.-based professional services environment, such as a law firm, accounting firm, or consulting company, is an advantage.
• Familiarity with Clio Grow, Clio Manage, or RingCentral is a plus; training may be provided.
• A consistent employment history, ideally averaging at least 2 years per role.
• Strong English communication skills, both spoken and written.
• Reliable high-speed wired internet connection of at least 200 Mbps.
• Computer running Windows 10/11 or macOS, with at least 8 GB RAM and an Intel i5 processor or equivalent. Work Arrangement and Schedule
• Work arrangement: 100% remote.
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Working hours
Monday to Friday, 9:00 AM–5:00 PM Eastern Time (EST/EDT, as applicable).