Legal Receptionist, Client Intake Coordinator

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Pear Tree.

WebsiteLinkedInAll Job Openings

1 - 10 employees

💼 Consulting

📦 Logistics

📣 Marketing

Consulting • Logistics • Marketing

Pear Tree is a Melbourne‑born offshore recruitment and hiring services company that connects Australian, US, and UK businesses directly with skilled offshore professionals (primarily from the Philippines) without agency markups. They provide end-to-end hiring support — sourcing, screening, skills assessments, video interviews, reference checks — and offer payroll, Employer‑of‑Record, and compliance assistance plus a six‑month replacement guarantee. Pear Tree recruits across IT, sales & marketing, finance, creative, admin and operations roles, emphasizing cost savings, direct pay to talent, and secure onboarding workflows.

📋 Description

• Serve as the first professional point of contact for prospective clients via phone and electronic channels • Review website forms, emails, and phone leads to gather preliminary intake details • Convert qualified prospective clients into booked consultations with the appropriate legal team member • Send appointment confirmations, calendar invites, and onboarding materials • Conduct structured lead follow-up via phone, SMS, and email • Schedule recurring call attempts and maintain long-term prospect touchpoints • Maintain detailed notes of client interactions, attempted contacts, and next actions • Coordinate legal-team calendars across multiple time zones • Create and distribute Microsoft Teams links, calendar invitations, and meeting updates • Brief attorneys with necessary client background information before consultations • Enter, update, and manage prospect data in Setify and integrated legal software • Facilitate Setify-based intake workflows for family law and expanding practice areas • Ensure data completeness and integrity across connected practice systems • Provide remote reception coverage during designated hours, answer inquiries, and route calls accurately • Monitor practice inboxes, draft routine client correspondence, and organize administrative files • Collaborate with the Practice Manager and legal team on operational and administrative tasks

🎯 Requirements

• Exceptional, fluent spoken and written English skills (essential) • Outstanding telephone etiquette and confidence conversing naturally with Australian clients • Background as a Receptionist, Client Intake Specialist, Appointment Setter, or Administrative Assistant • Proven ability to convert incoming leads or inquiries into booked appointments without aggressive sales tactics • Hands-on experience with Microsoft 365, including Outlook and Teams • Experience with calendar management tools and SMS/communication platforms • High emotional intelligence • Discretion with sensitive data • Meticulous attention to detail • Strong self-management skills • Experience within an Australian law firm or legal environment (preferred) • Experience in Family Law, Wills & Estates, or personal legal services (preferred) • Familiarity with Setify or specialized legal practice management/CRM systems (preferred)

🏖️ Benefits

• Working hours aligned with Australian hours • Holidays aligned with Australian Public Holidays