Legal Receptionist & Client Intake Coordinator

About this role

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.