# Legal Receptionist & Client Intake Coordinator

> D2B · Manila, Philippines (Remote) · Full-time · Posted 2026-08-14

**Workplace:** remote

**Department:** RecOps

## Description

**Position:** Legal Receptionist & Client Intake Coordinator[](https://www.stevenslaw.com.au/)

**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.

## Apply

[Apply at D2B](https://apply.workable.com/d2b-1/j/4EFFDCC78E/apply)

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