Legal Intake Specialist - Client Concierge & Office Coordinator

Job Description Full-Time | In Person | Long-Term OpportunityOur law office is growing, and we are searching for an exceptional full-time in-person Bilingual Legal Intake, Client Concierge & Office Coordinator to become an important part of our team and client experience.This role creates the first impression of our firm and plays an important role in shaping how clients experience and remember us throughout their journey and beyond. You are the first voice clients hear and the first person they meet during one of the most important and difficult moments of their lives.This role sits at the intersection of client experience, intake, relationship-building, hospitality, and office operations. You create trust with prospective clients by listening carefully, communicating the value of our services, and confidently guiding people toward scheduling consultations and taking the next appropriate step.You support existing clients with professionalism and care while helping attorneys and teammates keep matters moving. You own the client experience from first contact forward by opening and onboarding files accurately, coordinating communication, maintaining a professional and welcoming environment, and delivering a level of service that reflects our firm's standards and values.The person who thrives in this role communicates with confidence, represents the firm with pride, follows through consistently, and feels comfortable recommending next steps, discussing consultation fees, and helping people make informed decisions. You understand that exceptional client service and business growth go hand in hand. You are equally comfortable guiding a hesitant caller toward scheduling a consultation, maintaining day-to-day office operations, or taking initiative to keep matters moving.You understand that no task is beneath you because every detail contributes to client experience and firm success. This opportunity is ideal for someone who enjoys building relationships, creating order, solving problems, and taking pride in meaningful conversations and exceptional execution behind the scenes.If this opportunity energizes you and you are excited by the idea of building relationships, creating exceptional client experiences, and contributing to a growing team, we encourage you to apply.Compensation: $22 - $26 hourlyResponsibilities: Client Experience, Intake Consultation ConversionServe as the first point of contact for prospective new clients and create an exceptional first impression of the firmListen carefully, gather information, and understand prospective client concerns, goals, and needsCommunicate how the firm may be able to help and confidently guide prospective clients through the consultation processSchedule, secure, and confirm paid consultations and professionally discuss consultation fees and payment expectationsFollow up proactively and consistently with prospective clients to maintain momentum from initial contact through completed consultationPrepare consultation information and coordinate details to support an efficient consultation experienceDeliver a high standard of professionalism, responsiveness, and care throughout the consultation processCommunication & CoordinationManage communications across multiple inboxes and communication channels with professionalism, responsiveness, and strong attention to detailDraft and send clear, accurate, and timely communications appropriate to the audience, purpose, and role being representedProvide clear updates, coordinate next steps, and set expectations whenever possibleManage scheduling, calendars, reminders, confirmations, payment requests, and meeting coordination using Microsoft Outlook and related systemsCoordinate attorney availability and help maximize efficient use of attorney timeCommunicate and collaborate internally using Microsoft Teams to keep priorities, updates, and matters movingTake ownership of communication follow-through and help ensure people receive responses, direction, and closure rather than simply relaying messagesOffice Operations & HospitalityOpen and prepare the office each morning and support end-of-day readiness and organizationPrepare, maintain, and reset meeting and consultation spaces throughout the dayDeliver a high standard of client hospitality and ensure clients feel welcomed and cared for during their time in the officeMonitor, order, organize, and restock office and hospitality supplies before shortages occurMaintain a polished, organized, and client-ready environment at all timesAnticipate operational needs, identify opportunities for improvement, and help ensure the office runs smoothly and efficientlyTake pride in the details that contribute to an exceptional in-office experienceSystems, Ownership & Team ContributionFollow systems, procedures, and established processes consistently and with attention to detailIdentify opportunities to improve workflows, systems, consultation conversion, and overall team effectivenessCommunicate proactively, exercise good judgment, and act without needing repeated directionTake ownership of responsibilities and follow tasks through to completionAnticipate needs, remove obstacles where possible, and help keep priorities and matters movingKeep teammates informed and help ensure commitments, deadlines, and next steps remain visible and progressingContribute to the development, improvement, and adoption of systems as the firm evolves and growsContribute positively to a collaborative, accountable, and solution-oriented team environment that supports both clients and teammatesQualifications: Required QualificationsPrior professional office experience requiredPrior law office experience strongly preferredFluent in English and Spanish, written and verbalDemonstrated experience managing prospective and existing client communications in a professional office environmentDemonstrated experience fielding calls, conducting intake, building rapport, scheduling and securing consultations, collecting payments, coordinating retainers, onboarding clients, and opening filesDemonstrated ability to communicate service value with confidence, guide prospective clients through decision-making, and professionally convert inquiries into scheduled and secured consultationsDemonstrated proficiency using Microsoft Outlook for email, calendar management, scheduling, and coordinationDemonstrated proficiency using Microsoft Teams for internal communication and collaborationDemonstrated experience using Adobe and electronic signature workflowsDemonstrated proficiency using Microsoft Word and ExcelDemonstrated organizational skills, attention to detail, and ability to manage multiple priorities while following tasks through to completionDemonstrated experience coordinating effectively across clients, attorneys, legal staff, and internal teamsDemonstrated experience improving workflows, strengthening systems, and contributing operationally to a growing teamDemonstrated sound judgment, professionalism, and ability to operate independently when appropriatePreferred QualificationsExperience using CRM, case management, intake, or workflow software is helpful but not requiredAbout CompanyCosta & Associates is an established and growing law firm based in Miami Lakes, serving clients throughout Florida.We guide people through important life transitions with clarity, preparation, and trusted legal support.Clients come to us during moments of significant change, and we believe they deserve clear communication, responsiveness, professionalism, and careful attention to their legal matters so they can make informed decisions and move forward with confidence.Our Firm is built on preparation, accountability, discipline in process, and respect for the responsibility we carry on behalf of clients.We believe great legal work and exceptional client experiences are created with teamwork, ownership, attention to detail, and careful and thorough attention.We strive to create an environment with team support, efficiency is key, and pride in all we do.Every member of our team contributes meaningfully to the experience clients receive and the standard we deliver.