Position: Legal Receptionist & Client Intake Coordinator

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 a