Intake Coordinator

THE COMPANY

The Saunders Firm is a dedicated estate planning practice committed to helping families protect what matters most. We guide clients through some of life's most important decisions — from wills and trusts to powers of attorney and long-term care planning — with professionalism, compassion, and expertise.

We take our work seriously and treat every client relationship with the care it deserves. If you share that commitment, we want to hear from you.

THE ROLE

The Intake Coordinator is the first voice and face of The Saunders Firm for prospective clients. This role manages the full client intake process — from initial inquiry through consultation scheduling and onboarding — and plays a direct role in the firm's growth, client conversion pipeline, and service standards.

You will conduct structured intake interviews, assess matter eligibility, run conflict checks, prepare intake documentation, and ensure attorneys have everything they need before a client ever walks through the door. This is a high-visibility role that requires professionalism, sound judgment, and genuine care for the people you serve.

WHAT YOU'LL DO

Client Intake & Inquiry Management

• Serve as the firm's primary point of contact for all inbound inquiries — phone, email, web form, and in person.

• Conduct structured intake interviews to gather client information, assess legal needs, and determine matter eligibility.

• Communicate the firm's services, consultation process, and fee structure clearly and professionally.

• Log all inquiries and intake activity into the firm's case management system within required time frames.

Conflict Check & File Preparation

• Run conflict-of-interest checks for all prospective matters prior to scheduling attorney consultations.

• Prepare intake packets, engagement letters, retainer agreements, and supporting documentation.

• Coordinate document collection and ensure files are complete and ready for attorney review within 48 hours of intake.

Scheduling & Follow-Up

• Schedule consultations and follow-up appointments; send confirmations, reminders, and pre-consultation preparation materials.

• Execute systematic follow-up with prospective clients who did not retain after initial inquiry or consultation.

• Track inquiry and pipeline activity in the firm's CRM or case management system.

Administrative & Compliance

• Maintain accurate records across case management and CRM platforms.

• Handle all client communications in accordance with firm confidentiality policies and applicable professional conduct rules.

• Support general office operations and participate in team meetings as needed.

WHAT WE'RE LOOKING FOR

Required

• High school diploma required, Associate's or Bachelor's degree in business administration, communications, paralegal studies, or a related field a plus.

• Minimum two (2) years of experience in a client-facing administrative, intake, or customer service role — preferably in a legal, healthcare, or professional services environment.

• Exceptional verbal and written communication skills, including the ability to engage with sensitivity and professionalism with clients navigating complex personal matters.

• Strong organizational skills with demonstrated ability to manage multiple priorities and meet deadlines without sacrificing accuracy.

• Proficiency in Microsoft Office Suite (Word, Outlook, Excel); experience with legal case management or CRM software preferred.

• Demonstrated discretion and sound judgment in handling confidential client information.

You'll Stand Out If You Have

• Prior experience in estate planning, elder law, or family law firm environment.

• Hands-on experience with legal intake workflows, conflict screening, or client onboarding processes.

• A track record of converting inquiries into retained clients through attentive, responsive follow-up.

COMPENSATION & BENEFITS

We offer competitive compensation commensurate with experience. Team members who demonstrate measurable contribution to client conversion and firm efficiency are eligible for performance-based bonuses. A comprehensive benefits package is provided, including health insurance, PTO, retirement plan..

HOW TO APPLY

To apply, submit your resume and a brief cover letter to:

Please email your resume and cover letter in PDF format to ***email_hidden*** . The subject line of the email should be your first and last name followed by a hyphen then the position you are applying for (example: Jane Doe – Intake Coordinator ).

• We look forward to reviewing your application!