Office Operations and Intake Specialist

Office Manager & Client Intake Specialist

Location: Austin, Texas (In-Person) North Central - Brentwood area

Hours: 8:30 a.m. to 5:00 p.m. Monday-Friday

Join One of Austin's Premier Family Law Firms

Smith & Bledsoe Family Law is seeking an exceptional Office Operations & Client Intake Specialist to become the face of our firm and the heartbeat of our office.

We're looking for someone who takes ownership. Someone who notices when something needs to be done before being asked. Someone who enjoys creating an organized, welcoming, and professional environment while providing outstanding customer service to prospective clients during one of the most difficult times in their lives.

You'll be the first impression clients have of our firm, while also ensuring our office runs smoothly every day. If you're highly organized, tech-savvy, dependable, and enjoy helping people, we'd love to meet you.

What You'll Do

Your primary workstation will be our front desk, where you'll serve as the firm's first point of contact for clients, potential clients, vendors, and visitors.

Your responsibilities will include:

Client Intake & Customer Service

• Answer a high volume of incoming calls professionally and compassionately.
• Gather information from prospective clients with empathy and discretion.
• Schedule case evaluations with attorneys and manage appointment calendars.
• Follow up with prospective clients and maintain accurate intake records.
• Record all client communications in Clio, Airtable, and other firm software.
• Maintain strict confidentiality of sensitive client information.

Office Operations

• Take ownership of the day-to-day appearance and functionality of our office.
• Ensure the office remains clean, organized, professional, and fully stocked between scheduled professional cleanings.
• Monitor office supplies and place orders as needed.
• Coordinate building repairs, maintenance, vendors, and service providers.
• Identify and resolve office issues before they become problems.
• Assist with mail, deliveries, filing, scanning, copying, and other administrative tasks.
• Run occasional business-related errands, including courthouse runs, office supply purchases, attorney support, and notary appointments.

Administrative Support

• Prepare and organize legal documents under attorney supervision.
• Assist attorneys and paralegals with case organization and document management.
• Manage calendars, deadlines, and scheduling.
• Help maintain accurate case files and databases.

What We're Looking For

The ideal candidate is:

• Extremely dependable and punctual.
• Friendly, professional, and customer-service oriented.
• Comfortable speaking on the phone throughout the day.
• Highly organized and detail-oriented.
• Proactive and able to work independently.
• Comfortable learning new technology and software.
• Able to prioritize multiple tasks in a fast-paced environment.
• Someone who genuinely takes pride in creating an organized, welcoming workplace.

Qualifications

• High school diploma or equivalent.
• Previous law firm experience is preferred but not required.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills.
• Proficiency with Microsoft Office (Word, Outlook, Excel).
• Comfortable using technology and learning software quickly.
• Experience with Clio, Airtable, or similar software is a plus.
• Must be eligible to work in the United States.
• Must have a reliable vehicle for occasional work-related errands.

Notary Requirement

A Texas Notary Public commission is required. If you are not currently a notary, you must obtain your commission before your start date. We are happy to assist with the process.

Attendance Matters

Because this position serves as the front desk for the firm, reliability is essential.

This is a fully in-person position. Tardiness or last-minute absences create significant disruptions for both our clients and our team. We value professionals who take pride in being dependable and who understand the importance of showing up on time consistently.

Technology

You'll regularly use:

• Microsoft Office Suite
• Clio
• Airtable
• Microsoft Excel
• Google Suite
• Smartphone applications
• Cloud-based legal technology, VOIP phones, and headset

Strong computer and tech skills are essential.

Work Environment

This position is primarily in our Austin office. While rare circumstances such as severe weather or technical issues may occasionally require remote work, this is fundamentally an in-person role.

Our office is located in Northwest Austin (Brentwood neighborhood) and provides a collaborative, professional environment. We own our building, and maintaining it to a high standard is an important part of this position.

Necessary work equipment, including a computer and business phone and headset, will be provided.

What We Offer

• Competitive pay based on experience
• Performance-based bonuses
• Opportunities for raises and career advancement
• Health, dental, and vision insurance
• Retirement plan with firm contributions
• Paid time off
• Certain paid holidays off
• Training and mentorship
• Supportive, team-oriented work environment
• Opportunity to grow within one of Austin's respected family law firms

Senior intake specialists and paralegals will provide comprehensive training to help you succeed.

About Smith & Bledsoe Family Law

At Smith & Bledsoe Family Law, we are passionate about helping clients navigate life's most challenging transitions with compassion, professionalism, and excellence. We believe that exceptional client service begins the moment someone contacts our office, and every member of our team plays an important role in delivering that experience.

In order to be considered for this position, please send in both your resume and cover letter explaining why Austin and why family law/office operations and intake in pdf format.

We are proud to be an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive workplace for all employees. Qualified applicants will receive consideration without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, disability, age, veteran status, or any other protected characteristic.

Job Type: Full-time

Pay: $22.00 - $28.00 per hour

Hours: 8:30 a.m. to 5:00 p.m.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Free parking
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person