Client Intake and Operations Coordinator

Are you the person who naturally takes care of things before someone has to ask?

The Legal Department is a small business law firm looking for a warm, highly organized, proactive Client Intake & Operations Coordinator to join our team.

This is not a traditional receptionist position.

You will often be the first person a prospective client encounters when they contact our firm, so we're looking for someone who genuinely enjoys helping people and naturally makes others feel welcomed, heard and taken care of—whether by phone, email or in person.

At the same time, you'll play an important behind-the-scenes role in keeping our firm organized and running smoothly. You'll coordinate client intake, manage administrative processes, assist with bookkeeping and employee onboarding, support firm marketing activities, and provide administrative and executive support to the firm's President.

We're a small team, which means this is a varied role. The right person will enjoy having a lot going on, learning how the entire business operates, taking ownership of responsibilities, and figuring out what needs to happen next.

What You'll Do

Client Intake & Client Experience

You'll help guide prospective clients through their first interactions with our firm, including:

· Answering incoming calls and responding to website and email inquiries

· Having friendly, professional conversations with prospective clients to understand what they're looking for

· Helping determine whether their needs fit the services our firm provides

· Providing helpful referrals when our firm isn't the right fit

· Entering and maintaining prospective-client information in our practice-management system

· Coordinating conflict checks

· Scheduling introductory meetings and meetings for existing clients

· Sending and following up on questionnaires and other information needed before meetings

· Confirming appointments and helping prospective clients understand what happens next

· Tracking intake activity and maintaining weekly intake metrics

Our goal is to create a smooth, welcoming experience from the first contact with our firm through engagement.

Firm Operations & Administrative Support

You'll help keep the day-to-day operations of the firm moving by:

· Opening and closing electronic client files

· Coordinating meetings and calendars

· Monitoring administrative details and following up on outstanding items

· Assisting the firm's President and Client Services Director with projects and administrative needs

· Coordinating client gifts, thank-you notes and other client-experience touches

· Managing office supplies and helping maintain an organized, professional office

· Coordinating with vendors and service providers

· Assisting with attorney travel arrangements

· Helping identify things that need attention and taking ownership of getting them handled

We have established systems, written procedures and an extensive operations manual, but we're also a small business. Sometimes something simply needs to be figured out. We're looking for someone who is comfortable doing both.

Bookkeeping & Financial Administration

This position will provide light bookkeeping support, including:

· Maintaining accurate information in QuickBooks

· Categorizing transactions and expenses

· Helping keep financial records current and organized

· Assisting with accounts payable and other routine bookkeeping functions

· Assisting with trust-account administrative processes

· Keeping bookkeeping information organized for review and reconciliation by our accountant

Prior QuickBooks or bookkeeping experience is strongly preferred.

Employee Onboarding & HR Administration

You'll assist with the administrative side of hiring and onboarding employees, including:

· Coordinating new-hire paperwork

· Assisting with background checks and employment documentation

· Maintaining personnel records

· Providing new employees with policies, handbooks and onboarding materials

· Helping coordinate technology, systems and other onboarding needs

· Tracking completion of required onboarding steps

This is primarily an HR administration and onboarding function rather than an HR management position.

Marketing & Website Support

You'll also assist our Client Services Director with recurring marketing and client-development projects, which may include:

· Helping coordinate client and referral-source events

· Assisting with networking lunches, firm happy hours and seasonal client-appreciation projects

· Updating website content, webinars, blogs, videos and resources

· Assisting with social media and email marketing projects

· Helping maintain marketing and website metrics

You don't need to be a marketing expert. We are looking for someone who is comfortable learning technology and willing to jump in and help.

Who Will Thrive in This Position?

You may be a great fit if you:

· Genuinely enjoy helping people

· Communicate with warmth and professionalism by phone and email

· Are naturally organized and detail-oriented

· Notice what needs to be done without always waiting to be told

· Take ownership and follow things through to completion

· Enjoy supporting other people and making their jobs easier

· Can manage multiple priorities without losing track of details

· Like systems, checklists and established processes

· Are also comfortable figuring things out when there isn't a checklist

· Exercise good judgment and know when to handle something yourself and when to ask

· Are trustworthy and discreet with confidential information

· Write clearly and use excellent grammar

· Learn new software and technology quickly

· Enjoy working independently while still being part of a collaborative team

· Are dependable, consistent and accountable

Experience in professional services, a law firm, education administration, healthcare administration, executive support, office operations or another client-service environment may translate particularly well to this position.

Technology

Our firm uses a variety of technology, including Microsoft Outlook, Word, Excel, PowerPoint, Teams, QuickBooks, Clio, Squarespace, Zoom, Adobe Acrobat, Canva and social media platforms.

You do not need experience with every system we use. You do need to be comfortable with technology and confident learning new systems.

Schedule

This is a full-time position of approximately 38 hours per week.

Monday–Thursday: 9:00 a.m.–5:00 p.m., in the office

Friday: 9:00 a.m.–3:00 p.m., work from home

Our office is located in the Jacksonville Beaches area.

Because this position is responsible for responding to incoming calls and prospective-client inquiries during business hours, regular availability from 9:00 a.m.–5:00 p.m. Monday through Thursday is an essential part of the position.

Compensation

$25–$29 per hour, depending on experience and qualifications.

Benefits include paid time off, paid holidays, direct primary care membership, 401(k) match, life insurance, short-term disability and long-term disability, subject to applicable eligibility requirements and plan terms.

About The Legal Department

The Legal Department for Service Professionals, PA is a boutique Florida business law firm focused exclusively on helping small business owners. We don't handle litigation. Our attorneys help small business owners with contracts, business formations, ownership matters, business purchases and sales, and other transactional business-law needs.

Education is an important part of how we serve our clients. We want business owners to understand their legal options so they can make better decisions for their businesses.

We're a small, collaborative team with high standards for our work and for how we treat our clients and each other.

Pay: $25.00 - $29.00 per hour

Expected hours: 38.0 per week

Benefits:

• 401(k)
• Paid time off

Application Question(s):

• 1. Are you able to work in our Jacksonville Beaches-area office Monday through Thursday from 9:00 a.m.–5:00 p.m. on a regular basis?
• 2. How many years of experience do you have in administrative support, office operations, executive assistance, client service or a similar role?
• 3. Please briefly describe any experience you have with QuickBooks, bookkeeping, accounts payable/receivable or other financial administration.
• Please briefly describe any experience you have with employee onboarding, new-hire paperwork or other HR administration.
• A prospective client calls and says:

"I'm not really sure whether I need an attorney. Something has happened with my business and I'm worried about it." In 3–5 sentences, please write what you would say to the caller.

• Tell us about a time you noticed something that needed to be done or improved and handled it without being asked. What did you do?
• What interests you about working for a small business law firm and about this particular position?

Work Location: Hybrid remote in Atlantic Beach, FL 32233

Salary : $25 - $29