Client Intake & Communications Coordinator

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: TYPE OF WORK

Full Time

: SALARY

$4 - $7 DOE

: HOURS PER WEEK

40

: DATE UPDATED

Sep 14, 2026

JOB OVERVIEW

We are a rapidly growing Ontario law firm seeking a highly organized, professional, and customer-focused Client Intake & Communications Coordinator to join our team.

As the first point of contact for many of our clients, you will play an important role in creating an exceptional client experience while ensuring that new files are opened accurately and efficiently.

This is a full-time remote position requiring availability during Eastern Time (EST) business hours.

Responsibilities

As our Client Intake & Communications Coordinator, you will:

Answer incoming phone calls professionally and courteously.
Respond to client inquiries by phone, text and email.
Complete new client intake and accurately collect required information.
Open and organize new files.
Maintain and update client records in Bigin CRM.
Collect required onboarding information.
Follow up with prospective and existing clients.
Coordinate with lawyers, law clerks, lenders, mortgage brokers, and real estate agents.
Monitor the firm's intake inbox and ensure timely responses.
Assist with general administrative and client service tasks.
Follow established SOPs while identifying opportunities for continuous improvement.

Requirements

Previous experience using Zoho Bigin is required.
Excellent spoken and written English.
Professional telephone etiquette.
Strong attention to detail.
Exceptional organizational skills.
Ability to manage multiple priorities in a fast-paced environment.
Strong problem-solving skills.
Comfortable working independently while remaining highly responsive during EST business hours.

Preferred Experience

Preference will be given to applicants with experience in one or more of the following:

Law firms
Legal administration
Client intake
CRM management
Remote administrative support
Software Experience

Experience with the following is considered an asset:

Zoho Bigin (Required)
Gmail / Google Workspace
Slack
Microsoft Office
Adobe Acrobat

Working Hours
Full-Time (40 hours per week)
Monday to Friday
Must work during Eastern Time business hours

What We're Looking For

The successful candidate is someone who:

Communicates professionally and confidently.
Thinks critically before responding.
Takes ownership of their work.
Learns quickly.
Pays close attention to detail.
Enjoys helping clients.
Thrives in a structured, process-driven environment.

Responsiveness is extremely important in this role. During working hours, we expect team members to remain available and communicate proactively. If you are stepping away from your desk or encounter technical issues, we simply ask that you let the team know.

How to Apply

Please submit:

Your résumé
A brief cover letter
A 1–2 minute audio introduction in English

Shortlisted candidates will be asked to complete a paid practical assessment to demonstrate their communication skills, organization, and ability to follow instructions.

SKILL REQUIREMENT

Zoho CRM Sales English Proficiency

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Client Intake & Communications Coordinator

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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