Client Intake & Administrative Coordinator

We are seeking a reliable and proactive Client Intake & Administrative Coordinator to join our team on a permanent basis.

This position is ideal for someone who thrives in a fast-paced environment, enjoys client interaction, and excels at administrative organization. You will be the first point of contact for prospective clients and a key support for internal operations.
You will work on a hybrid model, mostly remotely, with occasional in-office days at our downtown Toronto location.
Your role involves responding to incoming inquiries from clients via phone, email, and chat, and scheduling and confirming appointments. Strong multitasking, communication, customer service, and sales skills are essential.

Responsibilities

• Deliver outstanding customer service by responding to new client inquiries via phone, email, and online chat in a courteous and prompt manner;
• Schedule and confirm appointments with new clients;
• Handle, organize, and follow up on consultation documents and files;
• Record accurate referrals and maintain updated client records and data entry;
• Provide a helpful and positive experience for all clients;
• Carry out other tasks or special projects assigned by Management.

Required Skills

• Minimum 2 years of administrative or sales experience; call center experience is a plus;
• Excellent phone skills with the ability to handle challenging calls calmly and professionally;
• Strong problem-solving and decision-making abilities;
• Ability to work well under pressure with excellent time management, prioritization, and multitasking skills;
• Clear understanding of privacy and confidentiality standards;
• Fast learner and team player who contributes to an open, innovative, responsive, and professional team culture;
• Proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, Excel);
• Completed post-secondary education;
• Experience working in a legal environment is considered an asset.

Job Types: Full-time, Permanent

Benefits:

• Casual dress
• Dental care
• Extended health care
• Paid time off
• Vision care
• Work from home

Experience:

• working in a legal environment : 1 year (required)
• call center: 1 year (required)
• customer service: 2 years (required)

Work Location: Hybrid remote in Toronto, ON M5H 3L5