Virtual Intake and Scheduling Coordinator

Accountabilities:

• • Manage client intake: Serve as a central point of contact for prospective and existing clients, answer incoming calls, gather relevant information, and create a positive first impression.
  • Coordinate appointments: Schedule consultations, determine the appropriate appointment type, manage calendars, and send timely reminders regarding upcoming meetings.
  • Prepare client documentation: Prepare and send fee agreements, review intake information and supporting documents, and organize relevant legal or case documentation.
  • Maintain accurate records: Open and close CRM records and matters in the case management system, ensuring client information is complete, accurate, and up to date.
  • Support consultations: Promote and explain consultation services, collect the information required before meetings, and ensure professionals have the necessary context.
  • Handle payments: Collect consultation fees and payments accurately and professionally while maintaining appropriate records.
  • Manage sensitive information: Handle confidential client information with discretion, professionalism, empathy, and respect.
  • Deliver responsive communication: Communicate clearly with clients throughout the intake and scheduling process while addressing questions and concerns effectively.
  • Prioritize and coordinate: Manage multiple appointments, records, communications, and administrative tasks while meeting deadlines and maintaining a high level of accuracy.
  • Contribute to team success: Work collaboratively with colleagues, remain proactive when solving problems, and support smooth day-to-day operations.

  Requirements:

  • At least 1 year of experience in a client-facing position, such as customer service, sales, intake coordination, or a related field.
  • Advanced or native-level English proficiency, both written and spoken, is required.
  • Spanish proficiency is required or strongly relevant for the role.
  • Previous experience in a legal client-facing environment is preferred.
  • Experience managing calendars, appointments, and scheduling workflows.
  • Familiarity with CRM platforms and case management systems.
  • Strong organizational and multitasking abilities, with excellent attention to detail.
  • Ability to handle sensitive and confidential client information with professionalism and discretion.
  • Strong interpersonal and relationship-building skills, with a patient, empathetic, and service-oriented approach.
  • Responsible, dependable, and proactive work ethic, with the ability to take initiative when resolving issues.
  • Comfortable working independently while maintaining a collaborative and team-oriented attitude.
  • Ability to work the required 8:30 AM–5:30 PM US Eastern Time schedule.

  Benefits:

  • Monthly compensation of $1,150–$1,220 USD.
  • 100% remote, home-based work.
  • Full-time, long-term career opportunity.
  • Paid Time Off (PTO).
  • Performance or other bonuses.
  • Parental leave.
  • Professional development and training opportunities.
  • Dedicated team and recruiter support throughout the employment journey.
  • Opportunity to develop expertise in client relations, intake coordination, scheduling, CRM, and remote professional services operations.
  • Work within a culturally diverse, collaborative, and remote-first environment.
  • English-language application and onboarding process, with structured recruitment stages and ongoing guidance.