Now Hiring: Receptionist and Intake Coordinator - Full-Time, In-Person Position

We are seeking a highly organized and friendly Receptionist and Intake Coordinator to join our team in Ottawa. This position is full-time and in-person at our downtown Ottawa office.

The Receptionist and Intake Coordinator will be the first point of contact for potential clients and visitors, providing excellent customer service and ensuring a smooth intake process. They will also play a role in the back-end operations of the law practice, streamlining processes and increasing efficiency.

This role requires strong communication skills, attention to detail, and the ability to work independently and handle multiple tasks efficiently in a busy environment.

You must love working with people.  You need empathy (a lot of it!), a sense of humour, a strong work ethic, and a commitment to confidentiality. 

Your number one client will be our firm’s potential new clients. 

Key Responsibilities

Intake Coordination

• Answer and direct phone calls promptly and courteously

• Conduct initial client intake phone calls to gather essential information about their legal needs

• Assess, screen, and prioritize potential cases, directing them to the appropriate lawyer

• Follow up with potential clients to provide necessary information

• Manage the client intake process including sending retainer agreements and deposit requests

• Accurately enter and maintain client information in the intake management system

• Collaborate with lawyers and staff to ensure a seamless intake process

Operations and Administrative Support 

• Collaborate with team members to streamline administrative tasks, including document management, billing, and client intake

• Track and order office supplies

• Financial tasks including processing monthly invoices and payments from clients and assisting with trust accounts

• Provide support for special projects, office events, and other tasks as needed

Reception Duties 

• Greet clients and visitors with a professional and friendly demeanor

• Manage the reception area, ensuring it is tidy and welcoming

• Handle incoming and outgoing mail and deliveries

• Prepare rooms for mediations and meetings

Qualifications

• Proven experience in a similar role, preferably in a law firm or legal environment

• Intermediate to advanced skills in Microsoft 365

• Experience with Clio practice management software is an asset

• Must be comfortable with technology and working in a primarily paperless environment

• Excellent verbal and written communication skills

• Strong organizational and multi-tasking abilities

• Ability to maintain confidentiality and handle sensitive information with empathy and discretion

Details and Benefits

• Start Date: Immediately (exact date negotiable)

• Location: Fresh Legal, Ottawa, ON (Centretown)

• In-person (occasional remote work may be negotiated)

• Hours: Full-time

• Salary Range: Base salary $50,000 to $65,000, possibility of performance-related bonuses

• Healthcare and wellness spending account

• Vacation and personal days

• Applications will be considered on a rolling basis, and the position may be filled at any time

• Only applicants selected for an interview will be contacted

If you’re ready for your fresh start, send your resume in PDF form along with your cover letter by email to jennifer@freshlegal.ca with the subject line “Receptionist and Intake Coordinator”.

Fresh Legal provides space that is accessible, inclusive, and free from oppression, harassment, and discrimination. We treat each other and our clients with respect and dignity, regardless of age, race, gender expression, gender identity, sexual orientation, levels of ability, and all other diverse identities. We believe love is love and there is no one way to make a family.