Legal Receptionist & Client Intake Coordinator

# Legal Receptionist & Client Intake Coordinator

> D2B · Manila, Philippines (Remote) · Full-time · Posted 2026-08-14

**Workplace:** remote

**Department:** RecOps

## Description

**Position:** Legal Receptionist & Client Intake Coordinator[](https://www.stevenslaw.com.au/)

**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.

## Apply
[Apply at D2B](https://apply.workable.com/d2b-1/j/4EFFDCC78E/apply)
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