Legal Receptionist & Client Intake Coordinator

Position: Legal Receptionist & Client Intake Coordinator Salary: Php 65,000 - Php 80,000 Working Hours & Conditions: AU Hours (Mid-day to 8pm or 9pm) Holidays: Aligned with Australian Public Holidays Employment: Independent Contractor ABOUT THE COMPANY: A premier Australian legal practice with offices spanning Adelaide, Modbury, and Melbourne. Specializing in family law, wills and estates, criminal law, and traffic matters, dedicated to providing professional, practical, and cost-effective representation. The firm takes pride in delivering clear, compassionate, and highly responsive support to clients navigating complex legal matters. As the practice continues to grow, the company is seeking a confident, articulate, and highly organized Legal Receptionist & Client Intake Coordinator to serve as the key initial ambassador for prospective and existing clients. ROLE OVERVIEW: The Legal Receptionist & Client Intake Coordinator will manage incoming enquiries, rapidly convert prospective leads into consultations, coordinate legal calendars, and deliver end-to-end administrative excellence. This is a high-touch reception, client intake, and administration role designed to bridge client inquiries with the firm's legal experts. The core priority is ensuring every potential client receives a prompt, empathetic, and professional experience from their first point of contact through to their initial consultation. Speed of response, natural phone presence, and methodical follow-up are critical to driving conversion and preventing opportunities from slipping through the cracks. RESPONSIBILITIES: Client Intake & Lead Conversion (Primary Focus) - Serve as the first, professional point of contact for prospective clients via phone and electronic channels. - Review incoming website forms, emails, and phone leads promptly to evaluate and gather preliminary intake details. - Confidently guide qualified prospective clients into booked appointments with the appropriate member of the legal team. - Send timely appointment confirmations, calendar invites, and onboarding materials. - Maintain a dedicated focus on converting qualified inquiries into scheduled consultations. Lead Follow-Up & Nurturing - Proactively reach out to leads using structured follow-up cadences via phone, SMS, and email. - Schedule recurring call attempts and maintain long-term touchpoints (spanning days to months) for complex or delayed prospects. - Keep comprehensive, meticulous notes of all client interactions, attempted contacts, and next action items. Calendar & Appointment Management - Coordinate and manage calendars for the firm’s legal team across multiple time zones. - Create and distribute Microsoft Teams links, calendar invitations, and meeting updates. - Ensure attorneys are fully briefed with necessary client background info ahead of scheduled consultations. System & Intake Administration (Setify) - Enter, update, and manage prospect data within Setify and integrated legal software. - Facilitate Setify-based intake workflows for family law (and expanding practice areas such as wills and estates). - Ensure data completeness and integrity across all connected practice systems prior to consultations. Remote Reception & Practice Support - Provide reliable remote reception coverage during designated hours, answering general inquiries and routing calls accurately. - Monitor practice inboxes, draft routine client correspondence, and organize administrative files. - Collaborate closely with the Practice Manager and legal team on operational and administrative tasks. Working Hours & Conditions: - Schedule: Australian Hours — Midday to 8:00 PM or 9:00 PM (AU local time). Designed to cover peak afternoon hours, lunch periods, extended phone availability, and initial evening inquiries. - Holidays: Aligned with Australian Public Holidays. Requirements - Language Mastery: Exceptional, fluent spoken and written English skills (essential). - Communication: Outstanding telephone etiquette with proven confidence conversing naturally with Australian clients. - Relevant Experience: Background as a Receptionist, Client Intake Specialist, Appointment Setter, or Administrative Assistant. - Conversion Focus: Proven ability to convert incoming leads or inquiries into booked appointments without using aggressive sales tactics. - Technical Proficiency: Hands-on experience with Microsoft 365 (Outlook, Teams), calendar management tools, and SMS/communication platforms. - Attributes: High emotional intelligence, discretion with sensitive data, meticulous attention to detail, and strong self-management skills. PREFERRED: - 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. What You’ll Bring: - Empathy & Professionalism: The ability to balance a warm, supportive demeanor for clients facing stressful situations with the steady composure expected of a legal professional. - Urgency & Persistence: A drive to respond to leads instantly, coupled with the organizational skill to nurture non-responsive prospects systematically. - Ownership: A proactive, self-directed work ethic that ensures every call, inquiry, and intake form is handled to completion.