Client Intake Coordinator & Office Administrator

Precision Practices, a full-service consultancy for professional service firms is heading the hiring initiative for one of our clients:

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VB Attorneys is a Houston-based law firm representing clients in some of the most

consequential moments of their lives. Our practice is led by Board Certified trial lawyers

specialized in serious personal injury, wrongful death, and complex civil litigation matters.

We are a lean, high-performing team, and we hold ourselves to a high standard

operationally, ethically, and in how we treat every person who walks through our door or

picks up the phone.

The Role

We are looking for a sharp, organized, and client-focused professional to serve as the firm's Client Intake Coordinator & Office Administrator. This is a critical, front-line position that sits at the intersection of client experience, operational infrastructure, and firm administration.

The right person for this role is someone who takes ownership. You will be the first voice many prospective clients hear, the face they see when they arrive, and the person responsible for making sure nothing falls through the cracks from the moment a lead comes in to the day a client signs their engagement agreement and beyond.

Primary Responsibilities

Client Intake & Onboarding

• Manage the full client intake process from initial contact through signed engagement, including phone consultations, follow-up outreach, status tracking, and handoff to the legal team
• Conduct empathetic, thorough intake conversations with prospective clients to capture case details accurately and completely
• Coordinate with attorneys to facilitate timely case reviews and communicate outcomes to prospective clients promptly
• Track and follow up on all open leads and pending matters to ensure no prospective client is left without a response or next step
• Manage all intake workflows and client records within Lawmatics, the firm's intake and CRM platform, ensuring data is complete, accurate, and current at every stage

CRM Administration & Data Integrity

• Serve as the firm's primary Lawmatics administrator and point of accountability for data hygiene across the platform
• Enforce consistent data entry standards firm-wide and train or re-train staff as needed to maintain process compliance
• Monitor pipeline health, flag data gaps or workflow breakdowns, and work with firm leadership to resolve them
• Maintain clean, well-organized matter and contact records to ensure the firm can reliably report on intake volume, conversion rates, and pipeline status

Reception & Office Administration

• Serve as the firm's receptionist, answering and routing incoming calls professionally and promptly
• Greet clients, vendors, and visitors warmly and ensure they are directed appropriately upon arrival
• Retrieve, sort, and distribute mail and deliveries
• Monitor and maintain office supplies, ensuring the office is consistently stocked and well-organized
• Handle general administrative tasks and support firm operations as needed

Marketing Quality Control

• Review content published by the firm's external marketing provider(s) across social media channels and the firm's website to ensure accuracy, brand consistency, and professional quality
• Flag errors, tone inconsistencies, or factual inaccuracies to the appropriate internal contact or directly to the marketing vendor
• Maintain a working familiarity with the firm's practice areas and messaging standards in order to evaluate content effectively

Qualifications

Required

• 2 years of experience in a legal, healthcare, or serious customer-facing role
• Exceptional verbal and written communication skills, including the ability to communicate with empathy and professionalism under pressure
• Strong organizational skills and the ability to manage multiple priorities simultaneously without dropping details
• Demonstrated experience working within a CRM or case management system (Lawmatics experience is a plus but not required; willingness to become an expert is non-negotiable)
• Comfort with technology and the ability to learn new platforms quickly
• Reliable, punctual, and capable of working independently in an on-site role

Preferred

• Prior experience at a personal injury, wrongful death, or plaintiff-side law firm
• Bilingual in English and Spanish
• Familiarity with Lawmatics, Intaker, or similar legal intake platforms
• Exposure to basic CRM administration or process enforcement responsibilities

What to Expect

This is an on-site role based at the firm's Houston office. It requires consistent availability during business hours. You will be working in a fast-paced environment where the quality of your work directly affects client outcomes and firm performance. We take our culture seriously. We expect professionalism, accountability, and a genuine commitment to the clients we serve.

Compensation is competitive and commensurate with experience. Benefits are available. The firm is an equal opportunity employer.