Job Details

Description

Legal Norcal P.C. is an established law firm in Chico, California, focusing on estate planning, trust administration, probate, elder law, and business law. We help families and businesses protect their legacies and plan with confidence for the future.

We are seeking an Intake Specialist / Front Desk Coordinator to serve as our Ambassador of First Impressions (in-office). In this client-facing role, you will be the first point of contact for current, former, and potential new clients, building relationships that drive our firm's growth. This position combines customer service excellence with light sales and front desk administration, requiring someone who can convert qualified leads into consultations while providing exceptional client care.

Ready to Apply?

If you're passionate about helping people, enjoy being the first point of contact, and want to contribute to a growing law firm, we'd love to hear from you. After reviewing the full job description to determine your fit for the role, please submit your resume, a brief cover letter explaining why this role is a good fit for you, and complete the assessment and screening questions. We look forward to meeting all qualified candidates!

Responsibilities

• Answer and route incoming calls, emails, website inquiries, and inperson visits promptly and professionally, following firm communication standards.
• Conduct initial intake for new leads (phone and online), gather relevant background information, and determine fit based on firm criteria and practice areas.
• Educate potential clients on the firm's services, consultation process, and next steps without providing legal advice.
• Schedule and confirm consultations and followup appointments for attorneys, including calendar management, reminder calls, and rescheduling when needed.
• Track all leads and client touchpoints in the firm's CRM or practice management system, ensuring accurate and complete data entry after each interaction.
• Follow up with warm leads who have not yet scheduled, noshowed, or need additional information to move forward with a consultation.
• Welcome visitors, manage the front desk, and maintain a clean, organized, and professional reception and conference area.
• Process and distribute incoming mail and deliveries; prepare outgoing mail as needed.
• Collect and verify basic client information, intake forms, and documentation prior to consultations to help attorneys prepare.
• Coordinate with legal assistants and attorneys to communicate client updates, urgent issues, and scheduling changes in a clear and timely manner.
• Handle basic payment intake at the front desk or by phone (consultation fees, retainers) in accordance with firm procedures; never provide legal advice or quote fees outside approved parameters.
• Maintain confidentiality and comply with firm policies, data privacy, and professional conduct rules at all times.
• Assist with administrative projects such as scanning, copying, file labeling, and simple document preparation (letters, envelopes, labels) during slower call periods.
• Identify trends in client inquiries, share feedback from callers, and make suggestions to improve the intake experience and client journey.

Qualifications

Essential Qualifications
• High school diploma or equivalent.
• 1+ years of experience in an office, customer service, reception, or call-center environment.
• Proficiency with business phone systems and computer software.
• Experience with Microsoft Office 365 and Mac OS.
• Professional phone etiquette and strong typing/data entry skills.
• Bilingual in English and Spanish (written and spoken).

Ideal Candidate Characteristics
• Personable with natural relationshipbuilding abilities and a calm, reassuring presence.
• Compassionate and detailoriented, especially when working with families discussing personal or sensitive issues.
• Able to prioritize and shift focus as call volume and office needs change.
• Strong problemsolving skills and sound judgment in escalating issues appropriately.
• Initiativedriven, reliable, and comfortable following structured processes and scripts.
• Willingness to learn our practice areas and continuously implement feedback.

Preferred Experience
• Sales or consultative customer service experience with professional services.
• Experience using a CRM, legal intake platform, or lawfirm practice management system.