Legal Receptionist & Client Intake Coordinator at D2B

Worldwide

PHP 65k - PHP 80k

<p>Position: Legal Receptionist &amp; Client Intake Coordinator</p><p>Salary: Php 65,000 - Php 80,000</p><p>Working Hours &amp; Conditions: AU Hours (Mid-day to 8pm or 9pm)</p><p>Holidays: Aligned with Australian Public Holidays</p><p>Employment: Independent Contractor</p><p></p><p>ABOUT THE COMPANY: </p><p>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.</p><p>As the practice continues to grow, the company is seeking a confident, articulate, and highly organized Legal Receptionist &amp; Client Intake Coordinator to serve as the key initial ambassador for prospective and existing clients.</p><p></p><p>ROLE OVERVIEW:</p><p>The Legal Receptionist &amp; Client Intake Coordinator will manage incoming enquiries, rapidly convert prospective leads into consultations, coordinate legal calendars, and deliver end-to-end administrative excellence.</p><p>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.</p><p></p><p>RESPONSIBILITIES:</p>Client Intake &amp; Lead Conversion (Primary Focus)<ul><li>Serve as the first, professional point of contact for prospective clients via phone and electronic channels.</li><li>Review incoming website forms, emails, and phone leads promptly to evaluate and gather preliminary intake details.</li><li>Confidently guide qualified prospective clients into booked appointments with the appropriate member of the legal team.</li><li>Send timely appointment confirmations, calendar invites, and onboarding materials.</li><li>Maintain a dedicated focus on converting qualified inquiries into scheduled consultations.</li></ul>Lead Follow-Up &amp; Nurturing<ul><li>Proactively reach out to leads using structured follow-up cadences via phone, SMS, and email.</li><li>Schedule recurring call attempts and maintain long-term touchpoints (spanning days to months) for complex or delayed prospects.</li><li>Keep comprehensive, meticulous notes of all client interactions, attempted contacts, and next action items.</li></ul>Calendar &amp; Appointment Management<ul><li>Coordinate and manage calendars for the firm’s legal team across multiple time zones.</li><li>Create and distribute Microsoft Teams links, calendar invitations, and meeting updates.</li><li>Ensure attorneys are fully briefed with necessary client background info ahead of scheduled consultations.</li></ul>System &amp; Intake Administration (Setify)<ul><li>Enter, update, and manage prospect data within Setify and integrated legal software.</li><li>Facilitate Setify-based intake workflows for family law (and expanding practice areas such as wills and estates).</li><li>Ensure data completeness and integrity across all connected practice systems prior to consultations.</li></ul>Remote Reception &amp; Practice Support<ul><li>Provide reliable remote reception coverage during designated hours, answering general inquiries and routing calls accurately.</li><li>Monitor practice inboxes, draft routine client correspondence, and organize administrative files.</li><li>Collaborate closely with the Practice Manager and legal team on operational and administrative tasks.</li></ul><p></p><p>Working Hours &amp; Conditions:</p><ul><li>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.</li><li>Holidays: Aligned with Australian Public Holidays.</li></ul> <ul><li>Language Mastery: Exceptional, fluent spoken and written English skills (essential).</li><li>Communication: Outstanding telephone etiquette with proven confidence conversing naturally with Australian clients.</li><li>Relevant Experience: Background as a Receptionist, Client Intake Specialist, Appointment Setter, or Administrative Assistant.</li><li>Conversion Focus: Proven ability to convert incoming leads or inquiries into booked appointments without using aggressive sales tactics.</li><li>Technical Proficiency: Hands-on experience with Microsoft 365 (Outlook, Teams), calendar management tools, and SMS/communication platforms.</li><li>Attributes: High emotional intelligence, discretion with sensitive data, meticulous attention to detail, and strong self-management skills.</li></ul><p></p><p>PREFERRED:</p><ul><li>Experience working within an Australian law firm or legal environment.</li><li>Prior experience in Family Law, Wills &amp; Estates, or personal legal services.</li><li>Familiarity with Setify or specialized legal practice management/CRM systems.</li></ul><p></p>What You’ll Bring:<ul><li>Empathy &amp; Professionalism: The ability to balance a warm, supportive demeanor for clients facing stressful situations with the steady composure expected of a legal professional.</li><li>Urgency &amp; Persistence: A drive to respond to leads instantly, coupled with the organizational skill to nurture non-responsive prospects systematically.</li><li>Ownership: A proactive, self-directed work ethic that ensures every call, inquiry, and intake form is handled to completion.</li></ul>