Legal Intake Specialist - Client Concierge & Office Coordinator

Job Description Job Description Full-Time | In Person | Long-Term Opportunity Our law office is growing, and we are searching for an exceptional full-time in-person Bilingual Legal Intake, Client Concierge & Office Coordinator to become an important part of our team and client experience. This role creates the first impression of our firm and plays an important role in shaping how clients experience and remember us throughout their journey and beyond. You are the first voice clients hear and the first person they meet during one of the most important and difficult moments of their lives. This role sits at the intersection of client experience, intake, relationship-building, hospitality, and office operations. You create trust with prospective clients by listening carefully, communicating the value of our services, and confidently guiding people toward scheduling consultations and taking the next appropriate step. You support existing clients with professionalism and care while helping attorneys and teammates keep matters moving. You own the client experience from first contact forward by opening and onboarding files accurately, coordinating communication, maintaining a professional and welcoming environment, and delivering a level of service that reflects our firm’s standards and values. The person who thrives in this role communicates with confidence, represents the firm with pride, follows through consistently, and feels comfortable recommending next steps, discussing consultation fees, and helping people make informed decisions. You understand that exceptional client service and business growth go hand in hand. You are equally comfortable guiding a hesitant caller toward scheduling a consultation, maintaining day-to-day office operations, or taking initiative to keep matters moving. You understand that no task is beneath you because every detail contributes to client experience and firm success. This opportunity is ideal for someone who enjoys building relationships, creating order, solving problems, and taking pride in meaningful conversations and exceptional execution behind the scenes. If this opportunity energizes you and you are excited by the idea of building relationships, creating exceptional client experiences, and contributing to a growing team, we encourage you to apply. Compensation: $22 - $26 hourly Responsibilities: Client Experience, Intake Consultation Conversion Serve as the first point of contact for prospective new clients and create an exceptional first impression of the firm Listen carefully, gather information, and understand prospective client concerns, goals, and needs Communicate how the firm may be able to help and confidently guide prospective clients through the consultation process Schedule, secure, and confirm paid consultations and professionally discuss consultation fees and payment expectations Follow up proactively and consistently with prospective clients to maintain momentum from initial contact through completed consultation Prepare consultation information and coordinate details to support an efficient consultation experience Deliver a high standard of professionalism, responsiveness, and care throughout the consultation process Communication & Coordination Manage communications across multiple inboxes and communication channels with professionalism, responsiveness, and strong attention to detail Draft and send clear, accurate, and timely communications appropriate to the audience, purpose, and role being represented Provide clear updates, coordinate next steps, and set expectations whenever possible Manage scheduling, calendars, reminders, confirmations, payment requests, and meeting coordination using Microsoft Outlook and related systems Coordinate attorney availability and help maximize efficient use of attorney time Communicate and collaborate internally using Microsoft Teams to keep priorities, updates, and matters moving Take ownership of communication follow-through and help ensure people receive responses, direction, and closure rather than simply relaying messages Office Operations & Hospitality Open and prepare the office each morning and support end-of-day readiness and organization Prepare, maintain, and reset meeting and consultation spaces throughout the day Deliver a high standard of client hospitality and ensure clients feel welcomed and cared for during their time in the office Monitor, order, organize, and restock office and hospitality supplies before shortages occur Maintain a polished, organized, and client-ready environment at all times Anticipate operational needs, identify opportunities for improvement, and help ensure the office runs smoothly and efficiently Take pride in the details that contribute to an exceptional in-office experience Systems, Ownership & Team Contribution Follow systems, procedures, and established processes consistently and with attention to detail Identify opportunities to improve workflows, systems, consultation conversion, and overall team effectiveness Communicate proactively, exercise good judgment, and act without needing repeated direction Take ownership of responsibilities and follow tasks through to completion Anticipate needs, remove obstacles where possible, and help keep priorities and matters moving Keep teammates informed and help ensure commitments, deadlines, and next steps remain visible and progressing Contribute to the development, improvement, and adoption of systems as the firm evolves and grows Contribute positively to a collaborative, accountable, and solution-oriented team environment that supports both clients and teammates Qualifications: Required Qualifications Prior professional office experience required Prior law office experience strongly preferred Fluent in English and Spanish, written and verbal Demonstrated experience managing prospective and existing client communications in a professional office environment Demonstrated experience fielding calls, conducting intake, building rapport, scheduling and securing consultations, collecting payments, coordinating retainers, onboarding clients, and opening files Demonstrated ability to communicate service value with confidence, guide prospective clients through decision-making, and professionally convert inquiries into scheduled and secured consultations Demonstrated proficiency using Microsoft Outlook for email, calendar management, scheduling, and coordination Demonstrated proficiency using Microsoft Teams for internal communication and collaboration Demonstrated experience using Adobe and electronic signature workflows Demonstrated proficiency using Microsoft Word and Excel Demonstrated organizational skills, attention to detail, and ability to manage multiple priorities while following tasks through to completion Demonstrated experience coordinating effectively across clients, attorneys, legal staff, and internal teams Demonstrated experience improving workflows, strengthening systems, and contributing operationally to a growing team Demonstrated sound judgment, professionalism, and ability to operate independently when appropriate Preferred Qualifications Experience using CRM, case management, intake, or workflow software is helpful but not required About Company Costa & Associates is an established and growing law firm based in Miami Lakes, serving clients throughout Florida. We guide people through important life transitions with clarity, preparation, and trusted legal support. Clients come to us during moments of significant change, and we believe they deserve clear communication, responsiveness, professionalism, and careful attention to their legal matters so they can make informed decisions and move forward with confidence. Our Firm is built on preparation, accountability, discipline in process, and respect for the responsibility we carry on behalf of clients. We believe great legal work and exceptional client experiences are created with teamwork, ownership, attention to detail, and careful and thorough attention. We strive to create an environment with team support, efficiency is key, and pride in all we do. Every member of our team contributes meaningfully to the experience clients receive and the standard we deliver.