Office Services & Intake Coordinator

Office Services & Intake Coordinator

The Office Services & Intake Coordinator is an integral member of the Operations department and serves as the Firm's first point of contact for clients, vendors, and other visitors. This role supports smooth daily office operations by managing incoming communications, mail and deliveries, shared space logistics, and administrative coordination.

In addition to front desk responsibilities, this role provides essential support to the Intake Department. Duties include managing incoming calls and creating client records in the practice management system, following up with clients regarding representation agreements and deposit collection, and performing conflict checks to ensure new matters are properly cleared. The Office Services & Intake Coordinator also serves as backup to the Intake Specialist, helping ensure continuity and responsiveness during the critical early stages of the client relationship.

JKZ employees are expected to "Think Outside the Box," applying creativity, sound judgment, and initiative to deliver thoughtful solutions and exceptional client service. The Office Services & Intake Coordinator is expected to model and uphold JKZ's mission, vision, and values in all professional interactions and to consistently produce work that meets or exceeds the JKZ Standard.

Essential Duties and Responsibilities, including but not limited to:

1. Client & Visitor Support

Greet and assist clients, guests, vendors, and other visitors.

Retrieve client documents and packages from the lobby.

Coordinate and calendar internal and external meetings.

Ensure professional and positive first impressions at all points of contact.

2. Front Desk & Communication Management

Answer, screen, and route incoming telephone calls.

Receive, distribute, and forward voicemail and fax messages.

Serve as a primary point of contact for general office inquiries.

3. Office Operations & Facilities Support

Liaise with building management on facilities and service matters.

Ensure conference rooms are properly set up and restored after meetings.

Responsible for all incoming and outgoing mailings, supply stocking, and shared space maintenance.

Ensure conference rooms are prepared prior to all meetings.

Responsible for overall office cleanliness and supply organization.

4. Administrative & Departmental Support

Support administrative tasks and special assignments as needed to ensure smooth office operations.

Support Operations with marketing related events held in-office.

5. Prospective Client Intake & Screening

Evaluate prospective client inquiries and field incoming phone calls.

Conduct initial intake conversations to assess prospective client needs.

Set appointments for potential clients with appropriate firm personnel

Delegate appointment setting to Legal Secretaries as needed.

6. Client Onboarding & Data Entry

Manage intake from first contact through engagement before handoff to legal teams or billing.

Create and update matters in practice management software.

Identify and follow up to clear conflicts of interest prior to engagement.

Draft and send representation agreements and required engagement documents.

Ensure clients understand the onboarding process and respond promptly to follow-up requests.

7. Client Service & Internal Collaboration

Collaborate with firm personnel to ensure excellent service.

Provide a high-quality client experience for both prospective and newly engaged clients.

Assist legal support staff with scheduling and appointment management during peak volume periods.

Knowledge, Experience and Skills Requirements:

To perform this job successfully, an individual must be able to satisfactorily perform all essential duties. The requirements listed below are representative of the knowledge, skill, and physical and mental abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Mental Demands

Handle multiple competing priorities and frequent interruptions.

Adapt quickly to changes in workload, scheduling, and client needs.

Maintain composure and professionalism in challenging or stressful situations.

Exercise sound judgment and problem-solving skills in real time.

2. Physical Demands & Work Environment

For on-site employees: Work in a standard office environment with frequent interaction across multiple departments.

Remain at a workstation and operate a computer and phone system for extended periods.

Sit, stand, walk, bend, stoop, and reach as needed during the course of daily activities.

Occasionally lift and carry up to 20 pounds (e.g., office supplies, packages).

3. Education & Experience

Prior experience as a receptionist, front desk coordinator, office assistant, or similar role required.

Experience with Zoom phone systems or similar platforms preferred.

Prior law firm or professional services experience preferred but not required.

4. Knowledge, Skills & Abilities

Excellent customer service and interpersonal communication skills.

Ability to manage multiple tasks in a fast-paced environment.

Ability to remain professional and courteous when interacting with difficult or distressed clients.

Strong organizational skills and attention to detail.

Ability to work collaboratively as part of a team and independently.

Proficiency in MS Office (Word, Excel, Outlook) and modern law firm practice management software.

Excellent command of English, including grammar, usage, form, and style.

Bilingual (Spanish) preferred.

Additional Information:

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. JKZ LLP is an equal opportunity employer committed to creating an inclusive and diverse workforce. We comply with the ADA and other applicable laws and consider reasonable accommodations to qualified individuals with disabilities that may be necessary for individuals to perform essential functions.

Johnston, Kinney & Zulaica LLP