Senior Client Intake Coordinator

Job summary

Manage prospective client intake and onboarding, providing a polished and responsive first point of contact for clients dealing with sensitive matters. Gather client information, coordinate consultations, open matters, prepare and issue retainers, coordinate payments, and manage follow-ups through the transition to active client.

Job details

Your New Company Our client is a highly regarded, boutique Toronto law firm with a sophisticated and well-established practice. Known for providing exceptional service to a discerning clientele, the firm offers a collaborative, professional and high-touch environment where client experience is a genuine priority. They are currently seeking a Senior Intake Coordinator to join their team and play an integral role in managing the firm's prospective client intake and onboarding process. Your New Role As Senior Intake Coordinator, you will serve as one of the firm's first points of contact with prospective clients, including high-profile and high-net-worth individuals navigating complex and often highly sensitive personal matters. This is much more than an administrative intake position. You will be responsible for delivering a white-glove client experience from the initial conversation through to engagement with the firm. You will speak directly with prospective clients to gather relevant information and understand their needs, coordinate consultations with the appropriate Partners based on availability and fit, schedule virtual meetings, open new matters, prepare and issue retainer agreements, and coordinate closely with the firm's accounting team regarding retainers and payments. You will also manage follow-ups, re-issue retainers where required and ensure the transition from prospective client to active client is seamless, professional and highly responsive. What You'll Need to Succeed You will be a polished, articulate and highly organized professional with exceptional judgment and the ability to communicate confidently and empathetically with sophisticated clients regarding sensitive and personal matters. A legal background would be highly advantageous, and this could be an especially compelling opportunity for a lawyer who enjoys the legal environment and client interaction but is looking to transition away from the responsibilities of traditional private practice. However, being a lawyer is not a requirement. Candidates from sophisticated intake, client service, professional services or related environments will also be considered where they can demonstrate exceptional communication skills, discretion, maturity and attention to detail. You will be comfortable taking ownership of a busy intake process, managing multiple prospective clients simultaneously, identifying matters requiring prompt attention and coordinating effectively across Partners, administration and accounting. Above all, you will understand the importance of creating an exceptional first impression and will genuinely enjoy providing a high level of personal service. What You'll Get In Return This is a unique opportunity to take on a senior, highly visible client-facing position with one of Toronto's leading boutique legal practices. For someone with legal training, it offers the opportunity to remain closely connected to the legal profession and make meaningful use of your judgment and client-management skills while stepping away from the pressures and responsibilities of private practice. The firm offers flexibility and a hybrid working environment. You should expect to be in the Toronto office approximately two days per week at the outset, with the potential for fully remote flexibility once you are fully established in the role. You'll join a sophisticated, collaborative team in a position where your judgment, organization and ability to deliver an exceptional client experience will have a direct impact on the firm's success. Compensation ranges from $90,000-125,000 Vacation: 4 weeks Benefits: firm covers 100% benefits, implemented on day one $150/quarter for wellness, WFH allowance Summer hours in June-August closing at 1pm on Fridays, half days on Fridays heading into a long weekend, year-round

What you’ll do

Manage prospective client intake and onboarding, providing a polished and responsive first point of contact for clients dealing with sensitive matters. Gather client information, coordinate consultations, open matters, prepare and issue retainers, coordinate payments, and manage follow-ups through the transition to active client.

Requirements

Candidates should have exceptional communication skills, discretion, maturity, judgment, organization, and attention to detail, with the ability to manage multiple prospective clients and prioritize urgent matters. Legal experience is advantageous but not required; candidates with sophisticated intake, client service, professional services, or related experience will also be considered.

Benefits

• Four Weeks Of Vacation
• 100% Employer-Paid Benefits
• Quarterly Wellness Allowance
• Work-From-Home Allowance
• Summer Hours
• Hybrid Work Environment
• Potential For Fully Remote Work

Listed skills

• Client Onboarding · Preferred
• Customer service · Preferred
• Communication · Preferred
• Organization · Preferred
• Attention to detail · Preferred
• Client Relationship Management · Preferred
• Cross-Functional Coordination · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Client Intake
• Client Onboarding
• Client Service
• Communication
• Empathy
• Discretion
• Judgment
• Organization
• Attention To Detail
• Client Relationship Management
• Consultation Scheduling
• Matter Opening
• Retainer Agreement Preparation
• Payment Coordination
• Follow-Up Management
• Cross-Functional Coordination

Job areas

• Legal
• Customer Service & Support
• Administrative

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