Intake Specialist/Office Administrator - Law Firm

Position Overview

We are seeking a reliable, and proactive Legal Assistant / Office Administrator to join our team. This hybrid role is the frontline of our firm, managing the critical phases of the client lifecycle.

Beyond core administrative duties, this position serves as the operational "glue" of our office. The ideal candidate possesses a strong customer-service background, thrives in a fast-paced environment, and is entirely comfortable wearing multiple hats - from comforting clients during stressful life events to handling essential daily errands and office maintenance.

Client Intake & Case Lifecycle Management

• Serve as the primary point of contact for prospective clients; answer incoming calls, conduct initial screenings, gather critical case facts, and log data accurately into our case management system.
• Guide individuals through an organized intake process while demonstrating high empathy, patience, and professionalism, as many clients are dealing with highly stressful legal situations.
• Manage the end-of-case workflow, ensuring all files are organized, final billing/disbursements are coordinated, physical and digital records are properly archived, and formal closing letters are sent.
• Assist attorneys with scheduling and setting up mediations, depositions, and client meetings.

Office Operations & Support

• Frequently travel outside the office to handle critical administrative errands, including taking physical paperwork to the local tax office, courthouse, post office, or delivering documents.
• Take ownership of daily office upkeep to maintain a professional environment. This includes taking out the trash/recycling, maintaining the breakroom, tracking office supplies, and ensuring conference rooms are tidy for clients.
• Sort and distribute mail, scan/index documents, and assist legal staff with miscellaneous projects as needed.

• Education: High School Diploma or GED equivalent required.
• Minimum of 1–2 years of experience in a phone-based, customer-facing role (e.g., retail, hospitality, call center, front desk, or medical scheduling). Prior legal experience is a plus, but not required.
• Exceptional verbal communication skills with the ability to listen actively, remain calm under pressure, and speak tactfully with emotional or stressed individuals.
• Must possess a valid Texas Driver’s License, a reliable personal vehicle, and clean driving record to execute daily out-of-office errands.
• Ability to lift up to 25 lbs and comfortably handle light physical labor around the office.
• Proficiency with basic office technology (Microsoft Office, email, multi-line phone systems) and an ability to quickly learn case management software.