What are the responsibilities and job description for the Intake & Client Care Coordinator position at Lambros Law Office?
About Lambros Law
Lambros Law is a modern, client-focused estate planning law firm dedicated to delivering a personalized and seamless experience. We focus on estate planning, probate, and trust administration, with a strong emphasis on simplifying complex processes and guiding clients every step of the way.
Located in Garden City Center, our office provides a bright, welcoming, and professional environment designed to make clients feel comfortable, informed, and confident. Our team operates collaboratively and leverages a modern case management system to ensure efficiency, organization, and a consistently high level of client service.
Position Overview
The Intake & Client Care Coordinator serves as the first point of contact for both prospective and existing clients and plays a critical role in delivering an exceptional client experience.
This position combines front desk reception, client intake, scheduling, and administrative support. It is ideal for someone who is highly organized, detail-oriented, and brings a warm, positive, and energetic presence to the office.
Schedule: Part-time (22.5 hours/week)
Monday, Tuesday, and Thursday: 9:00 AM – 4:30 PM
Additional or fewer days or hours may occasionally be required based on workflow and firm needs.
Key Responsibilities: Client Experience & Reception
- Greet and welcome clients in a warm, professional, and friendly manner
- Create a positive, welcoming office environment
- Manage front desk operations and maintain an organized reception area
- Escort clients to conference rooms and support overall office flow
- Answer and direct incoming phone calls professionally
Scheduling & Communication
- Schedule, confirm, and manage client appointments
- Conduct outbound calls for appointment confirmations and reminders
- Coordinate signing appointments and client meetings
- Communicate with clients through the firm’s case management system
Client Intake & Follow-Up
- Serve as the first point of contact for new client inquiries
- Conduct initial intake conversations and gather key information
- Enter and maintain accurate client data
- Follow up with prospective clients who have not yet retained the firm
- Support and guide clients through the onboarding process
Administrative & Office Support
- Assist attorneys and staff with general administrative tasks
- Scan, upload, and organize client documents
- Prepare and send forms, questionnaires, and engagement materials
- Maintain accurate and organized digital and physical client files
Qualifications
- Prior experience in receptionist, administrative, intake, or client service roles preferred
- Experience in a law firm
- Strong communication and interpersonal skills
- Friendly, professional, and client-focused demeanor
- Highly organized with strong attention to detail
- Ability to multitask and manage competing priorities
- Comfortable speaking with clients both in person and over the phone
- Proficiency in Google Suite; ability to quickly learn new systems
- Self-motivated with the ability to work independently and as part of a team
Preferred Qualifications
- Prior sales, intake, or client conversion experience
- Experience in a law firm; specifically in Estate Planning
- Knowledge of estate planning, probate, trust verbiage, and terminology
- Notary Public certification (or willingness to obtain)
- Experience with CRM or case management software
What This Role Offers
- Opportunity to join a growing, modern estate planning law firm
- Strong focus on client experience and relationship-building
- Clear systems, structure, and processes to support success
- Collaborative, team-oriented environment
- Exposure to the full estate planning and probate process
Work Environment
- In-person role located in Garden City Center, Cranston, RI
- Bright, modern, and welcoming office space
- Convenient location with shops, restaurants, and easy parking
Final Note
Lambros Law is seeking a professional, organized, and positive individual who takes pride in their work and understands the importance of client experience. This role plays a key part in ensuring every client receives a smooth, welcoming, and exceptional experience from the very first interaction.