Legal Office Intake Coordinator in Brazil at Jobgether

This position is listed on behalf of a partner company, which manages all applications and next steps. Our partner is looking for a Legal Office Intake Coordinator based in Brazil.

Join a dynamic, client-focused legal support environment where organization, empathy, and professionalism are essential to delivering an exceptional client experience.
As a Legal Office Intake Coordinator, you will serve as a key point of contact for prospective and existing clients, guiding them through intake, onboarding, and administrative processes.
You will support a busy legal practice handling employment, whistleblowing, and real estate matters, ensuring that client communications, documents, agreements, and payments are managed accurately.
Your responsibilities will also include coordinating appointments and court dates, maintaining client records, managing the attorney's calendar, and following up on prospective leads.
Working remotely with a US-based legal team, you will help streamline daily operations and maintain efficient, reliable communication across the client journey.
This role is ideal for an experienced legal support professional who combines strong English communication skills with discretion, attention to detail, and a genuine commitment to client service.
If you enjoy creating order, supporting people through important legal processes, and contributing to a well-organized practice, this opportunity offers a chance to grow in a long-term remote position.

• Manage client intake and onboarding: Guide prospective and existing clients through the intake process, collect relevant information, explain onboarding requirements, and ensure a smooth transition into the legal practice.
• Maintain consistent lead follow-up: Contact prospective clients by phone and email, track outstanding inquiries, document communications, and ensure appropriate follow-up actions are completed promptly.
• Coordinate client communications: Respond to inquiries professionally and empathetically, monitor voicemails, return calls, and ensure messages are directed to the appropriate person when necessary.
• Manage appointments and calendars: Schedule consultations, meetings, appointments, and court dates accurately while maintaining the attorney's calendar and proactively preventing scheduling conflicts.
• Coordinate court-related scheduling: Navigate the relevant court system to support court date coordination and maintain accurate scheduling records.
• Organize legal documentation: Upload, categorize, and maintain client files and supporting documents in the appropriate systems, ensuring records remain accurate, complete, and accessible.
• Administer fee agreements: Prepare and send fee agreements for signature, track outstanding agreements, follow up with clients, and ensure completed copies are properly recorded.
• Process consultation payments: Collect consultation fees, maintain accurate payment records, and follow up on outstanding payments in accordance with established procedures.
• Maintain CRM and matter records: Update client, lead, consultation, and case information in MyCase or other designated systems, ensuring data accuracy and consistency.
• Use communication and productivity tools: Manage telephone communications and voicemail through RingCentral or a comparable platform, and use Microsoft Word, Excel, Adobe, and other approved tools to complete administrative tasks.
• Follow established procedures: Apply standard operating procedures consistently and contribute to the maintenance and improvement of administrative workflows.
• Protect confidentiality: Handle sensitive client information and legal documentation with discretion, maintaining confidentiality and following applicable privacy and firm policies.
• Support daily legal operations: Provide dependable administrative assistance to the attorney and legal team, helping maintain efficient workflows, timely follow-ups, and a positive client experience.

• Relevant professional experience: Three to five years of experience as a legal assistant, intake specialist, legal receptionist, or similar administrative support professional within a law firm.
• Legal intake expertise: Previous experience managing client intake, onboarding, document collection, appointment scheduling, and follow-up processes in a legal or comparable professional environment.
• Excellent English communication: Strong written and spoken English skills, with the ability to communicate clearly, professionally, and empathetically with clients and colleagues.
• Client service orientation: A customer-focused approach, active listening skills, and the ability to handle sensitive inquiries with patience, tact, and professionalism.
• Calendar and scheduling management: Experience coordinating appointments, managing calendars, preventing scheduling conflicts, and tracking time-sensitive deadlines.
• Document and records management: Strong organizational skills and experience maintaining accurate client records, digital files, agreements, and administrative documentation.
• CRM proficiency: Familiarity with client relationship management systems; experience using MyCase is highly desirable.
• Office software skills: Proficiency in Microsoft Office, particularly Word and Excel, as well as familiarity with Adobe tools for reviewing and managing documents.
• Business communication systems: Experience using RingCentral or a comparable business telephone and voicemail platform.
• Process-oriented mindset: Familiarity with standard operating procedures and the ability to follow established workflows consistently, with experience helping maintain procedures considered an advantage.
• Court system adaptability: The ability to learn and navigate the relevant court system and coordinate scheduling requirements accurately.
• Attention to detail: Strong accuracy in handling client information, payment records, legal agreements, and scheduling details.
• Organization and time management: The ability to prioritize competing tasks, meet deadlines, manage follow-ups, and remain productive in a busy legal environment.
• Discretion and confidentiality: A demonstrated commitment to protecting sensitive information and exercising sound judgment when handling confidential legal matters.
• Adaptability and reliability: A proactive, self-sufficient approach to work, with the flexibility to learn new systems, solve problems, and work effectively in a remote setting.
• Working hours: Availability to work from 9:00 a.m. to 6:00 p.m. US Central Time (CST/CDT, depending on daylight saving time).
• Remote work readiness: The ability to work full-time from South Africa while maintaining reliable communication and effective coordination with a US-based legal team.

• Competitive compensation: Monthly compensation ranging from $1,142 to $1,220 USD, as stated in the original job posting.
• Fully remote work: Work from home in Brazil without the need for daily office attendance.
• Paid time off: Access paid leave to support personal well-being and work-life balance.
• Paid parental leave: Benefit from parental leave provisions.
• Performance bonuses: Opportunities to receive bonuses in accordance with the applicable compensation arrangements.
• Long-term career opportunities: Join a full-time position designed to support ongoing professional engagement and career development.
• Professional development: Access training and learning opportunities to strengthen your legal support, communication, and administrative skills.
• Dedicated team support: Work with a supportive team that helps employees navigate their responsibilities and develop professionally.
• Values-driven work environment: Collaborate with professionals who value cultural diversity, employee well-being, and alignment with shared organizational principles.