Client Intake Coordinator

Job summary

Greet clients, respond to phone calls and emails, schedule appointments, and collect and verify documentation needed to open and manage files. Maintain accurate case records, follow up on missing information, track client requests, and coordinate with legal staff to ensure smooth handoffs.

Job details

Company Description James Deep Law is a long-established law firm in Oakville, ON, specializing in Real Estate Law, Wills & Estates, and same-day notarial services. Founded in 1994, the firm is a trusted presence in the local community, serving clients with accessible and reliable legal support. The office is located at 7-209 Speers Rd and operates Monday to Friday, 9 a.m. to 5 p.m. Team members work closely with clients seeking practical legal solutions and timely assistance. Role Description The Client Intake Coordinator is a full-time, on-site role based at the Oakville, ON office. This position is responsible for greeting clients, answering phone calls and emails, and gathering essential information needed to open and manage files. Daily tasks include scheduling appointments, collecting and verifying client documentation, entering accurate data into case management systems, and coordinating with legal staff to ensure smooth handoff of client matters. The role also involves tracking client requests, maintaining organized records, following up on missing information, and supporting a professional, welcoming reception environment. Qualifications Strong Communication skills, including clear verbal and written interaction with clients and colleagues. Customer Service skills to handle inquiries, support clients with empathy, and manage front-desk interactions. Case Management skills to organize client files, update records, and coordinate information for legal staff. Familiarity with Medical Terminology and Insurance concepts for cases that may involve health-related or insurance details. Proficiency with office software (e.g., MS Office, case management systems) and accurate data entry skills. Ability to manage multiple tasks, prioritize effectively, and maintain attention to detail in a fast-paced environment. Professional demeanor, discretion, and commitment to client confidentiality. Previous experience in a law firm, professional services, or administrative/reception role is an asset.

What you’ll do

Greet clients, respond to phone calls and emails, schedule appointments, and collect and verify documentation needed to open and manage files. Maintain accurate case records, follow up on missing information, track client requests, and coordinate with legal staff to ensure smooth handoffs.

Requirements

Strong verbal and written communication, customer service, case management, accurate data entry, and proficiency with office software and case management systems are required. Candidates should be organized, discreet, attentive to detail, and able to prioritize multiple tasks; experience in a law firm, professional services, or an administrative or reception role is an asset.

Listed skills

• Customer service · Preferred
• Appointment Scheduling · Preferred
• Attention to detail · Preferred
• MS-Office · Preferred
• case management · Preferred
• Communication · Preferred
• Data entry · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Communication
• Customer Service
• Case Management
• Medical Terminology
• Insurance Concepts
• Data Entry
• Appointment Scheduling
• Document Verification
• Recordkeeping
• Task Prioritization
• Attention to Detail
• Client Confidentiality
• MS Office
• Case Management Systems

Job areas

• Legal
• Administrative
• Customer Service & Support