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Open nowPosted 51 days ago

Legal Receptionist & Client Intake Coordinator

Workable (global search)108,016 open roles

Where
Manila, Philippines
Work mode
Remote
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Your applicationOpen nowLegal Receptionist & Client Intake CoordinatorWorkable (global search) · Manila, Philippines

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The clock on this job

Early applications get read.

7.9% of postings close within 7 days. Measured by our own scanner across the market. Workable (global search) postings stay open a median of 7 days.

Share of postings closed within
  1. 1.6%1 day
  2. 3.6%3 days
  3. 7.9%7 days
  4. 14.9%14 days
  5. 34.0%30 days
This job: posted 51 days ago

Workable (global search) median: 7 days open

The posting

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.
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