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.