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.