Bilingual Client Experience & Intake 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 Client Experience & Intake Coordinator to become an important part of our team and client experience.

This is not a traditional receptionist position.

You will be the first voice prospective clients hear, the first person many clients meet, and an important part of helping individuals and families take the next step during some of the most challenging periods of their lives.

Your primary responsibility is helping prospective clients become clients. You create trust by listening carefully, building rapport, 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 help ensure prospective clients receive timely follow-up, consultations are scheduled and confirmed, new clients are onboarded properly, and communication does not fall through the cracks.

The person who thrives in this role communicates with confidence, follows through consistently, takes ownership of responsibilities, and feels comfortable discussing consultation fees, collecting payments, recommending next steps, and helping people make informed decisions.

You understand that exceptional client service and business growth go hand in hand. You are equally comfortable helping a prospective client schedule a consultation, preparing onboarding documents for a new client, maintaining a welcoming office environment, organizing supplies, or taking initiative to solve problems and keep matters moving forward.

You understand that no task is beneath you because every detail contributes to the client experience and the success of the firm. Whether assisting a prospective client, opening a new file, preparing a conference room, organizing paperwork, ordering supplies, or helping a teammate, you take pride in doing what needs to be done.

This opportunity is ideal for someone who enjoys building relationships, creating order, solving problems, taking ownership, and being an important part of a growing law firm where client experience, professionalism, and follow-through matter.

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: Success in this position is measured by responsiveness to prospective clients, consultation scheduling and attendance, client onboarding, communication follow-through, organization, and the overall client experience delivered by the firm.

This role requires someone who is equally comfortable speaking with prospective clients, coordinating onboarding for new clients, supporting office operations, and helping ensure important details do not fall through the cracks.

Client Intake, Consultation Scheduling Conversion
Serve as the first point of contact for prospective new clients and create an exceptional first impression of the firm
Listen carefully, gather relevant information, and understand prospective client concerns, goals, and needs
Build rapport and communicate the value of the firms services with confidence and professionalism
Guide prospective clients through the consultation process and help them take the next appropriate step
Schedule, secure, confirm, and collect payment for consultations
Professionally discuss consultation fees, payment expectations, and scheduling availability
Follow up proactively and consistently with prospective clients to maintain momentum and maximize consultation conversion
Track inquiries, follow-up opportunities, and consultation outcomes to help ensure opportunities do not fall through the cracks
Prepare consultation information and coordinate details to support an efficient consultation experience
Deliver a high standard of professionalism, responsiveness, and care throughout the intake and consultation process
Client Onboarding & Client Experience
Coordinate new client onboarding from retention through file opening
Prepare retainer agreements, engagement documents, payment requests, and onboarding materials
Collect required information and documents from new clients
Open and maintain client files accurately and efficiently
Coordinate communications, appointments, and next steps throughout the onboarding process
Help ensure clients receive timely communication, updates, and follow-through
Maintain a high level of professionalism, responsiveness, and client care throughout the client journey
Communication & Coordination
Manage communications across multiple inboxes and communication channels with professionalism, responsiveness, and attention to detail
Draft and send clear, accurate, and timely communications appropriate to the audience and purpose
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
Welcome clients and visitors, and help create a professional, positive, and welcoming environment
Prepare, maintain, and reset meeting and consultation spaces throughout the day
Monitor, order, organize, and restock office and hospitality supplies before shortages occur
Maintain organized files, workspaces, conference rooms, and common areas
Assist with general office organization, hospitality, and administrative support as needed
Anticipate operational needs, identify opportunities for improvement, and help ensure the office runs smoothly and efficiently
Systems, Ownership & Team Contribution
Follow systems, procedures, and established processes consistently and with attention to detail
Identify opportunities to improve workflows, client experience, consultation conversion, and overall team effectiveness
Communicate proactively, exercise sound 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 positively to a collaborative, accountable, solution-oriented team environment that supports both clients and teammates

Qualifications: Required Qualifications
Fluent in English and Spanish, written and verbal
Prior professional office experience required
Demonstrated experience speaking with prospective and existing clients in a professional environment
Demonstrated experience converting inquiries, leads, prospective clients, patients, customers, or callers into scheduled appointments, consultations, meetings, or services
Demonstrated experience scheduling appointments or consultations and maintaining follow-through through attendance
Demonstrated experience following up with prospective clients, customers, leads, or inquiries to maintain momentum and encourage action
Comfortable discussing consultation fees, collecting payments, and guiding prospective clients toward making informed decisions and taking the next step
Demonstrated ability to build rapport, communicate confidently, and create a positive client experience
Demonstrated experience managing multiple email inboxes and communication channels while maintaining organization, responsiveness, and attention to detail
Demonstrated ability to communicate professionally by phone, email, text, and in person
Strong organizational skills and attention to detail
Demonstrated ability to manage multiple priorities while following tasks through to completion
Demonstrated proficiency using Microsoft Outlook for email, calendar management, scheduling, and coordination
Demonstrated proficiency using Microsoft Teams for internal communication and collaboration
Demonstrated proficiency using Microsoft Word and Excel
Demonstrated experience using Adobe and electronic signature platforms
Ability to take ownership of responsibilities, exercise sound judgment, and work with limited supervision
Positive attitude, professional appearance, and willingness to assist wherever needed to support clients, teammates, and office operations
Strongly Preferred Qualifications
Prior law firm experience
Experience opening client files and onboarding new clients
Experience preparing retainers, engagement documents, or onboarding paperwork
Experience managing attorney calendars, consultations, and legal-client communications
Experience working in a fast-paced professional services environment where responsiveness and follow-through were critical
Preferred Qualifications
Experience using CRM, intake, and Clio Manage
Experience identifying opportunities to improve systems, workflows, consultation conversion, and overall client experience
Experience supporting client intake, admissions, hospitality, concierge, customer success, financial services, medical offices, real estate, title, or similar client-focused environments

Ideal Candidate
The ideal candidate is personable, organized, proactive, and confident, communicating with people from all backgrounds. They enjoy building relationships, solving problems, following through on commitments, and helping people take action. They are equally comfortable speaking with a prospective client, welcoming a visitor, opening a new file, organizing supplies, ordering office necessities, or assisting a teammate. They understand that exceptional client service, attention to detail, accountability, and business growth go hand in hand.

About Company
Costa & Associates is an established and growing law firm based in Miami Lakes, serving clients throughout Florida.
We help individuals and families navigate important life transitions through clear communication, preparation, professionalism, and trusted legal guidance.
We are committed to delivering exceptional client experiences and believe every member of our team plays an important role in that mission.
Our culture values accountability, ownership, responsiveness, teamwork, attention to detail, and a willingness to help wherever needed. We believe no task is beneath anyone when it contributes to serving clients and supporting one another.
We are building a team of professionals who take pride in their work, care about people, and want to grow with a firm that values initiative, reliability, and long-term success.