Client Intake & Scheduling Coordinator (Remote) |… at HireHawk · El…

• Job Type: Full-time, long-term contractor
• Workplace: Remote
• Compensation: $1,300 - $1,500/month
• Schedule: Full-time, Monday - Friday 8:00 am - 5:00 pm PST

About Us

HireHawk connects skilled professionals around the world with meaningful remote opportunities at U.S. and Canadian companies, including roles across legal, operations, administration, and client support. We believe great talent can come from anywhere and focus on creating opportunities where remote professionals can take real ownership of their work and contribute directly to the teams they support.

This position supports a U.S.-based law firm that invests heavily in generating new client inquiries and needs a dependable professional to ensure every prospective client receives a timely, polished experience.

About the Role

As the Client Intake & Scheduling Coordinator, you will be one of the first people prospective clients interact with when they contact the firm. You will respond to incoming and missed calls, manage inquiries, schedule consultations with the Managing Attorney, and make sure promising leads never disappear because of a missed follow-up.

Speed matters in this role, but so does judgment. You will need to communicate confidently, stay organized across multiple conversations, and recognize when a question should be escalated to an attorney rather than answered yourself.

This is primarily a client communication, scheduling, and administrative support role rather than a paralegal position. When intake volume is lighter, you will have the opportunity to support the team with additional administrative responsibilities.

Responsibilities

• Create a strong first impression for prospective clients through prompt, professional, and welcoming phone and email communication.
• Respond quickly to inbound calls, missed calls, messages, and new lead inquiries so potential clients receive timely attention.
• Schedule qualified prospective clients for consultations with the Managing Attorney and maintain an accurate, well-organized calendar.
• Own follow-up on outstanding inquiries and communications so prospective clients do not fall through the cracks.
• Keep appointment, lead, and client information accurate and up to date across the firm's systems.
• Coordinate communication between prospective clients, the Managing Attorney, and legal team members when additional assistance or escalation is required.
• Recognize questions that require legal guidance and route them appropriately without attempting to provide legal advice.
• Manage multiple communication channels and competing priorities while maintaining a calm, professional client experience.
• Identify unanswered messages, scheduling issues, and pending follow-ups proactively rather than waiting to be reminded.
• Support general administrative work during periods of lower call and lead volume.

Must-Have:

• 2+ years of experience in customer service, client intake, reception, appointment setting, administrative support, or another client-facing role.
• Excellent spoken and written English with a confident, professional phone presence.
• Hands-on experience answering inbound calls and promptly returning missed calls, messages, or inquiries.
• Experience scheduling appointments and maintaining professional calendars with strong attention to detail.
• Strong follow-up habits and the ability to manage multiple active inquiries without losing track of next steps.
• Ability to work independently, remain highly responsive, and stay dependable during an agreed remote working schedule.
• Reliable computer, high-speed internet connection, and a professional remote workspace.

Nice to Have:

• Previous experience with a U.S. law firm, immigration practice, or professional services business.

• Familiarity with CRM, appointment scheduling, calendar, and office productivity software.

• Exposure to legal or immigration-related client intake processes.

• Experience supporting a high-volume inbound lead or appointment-setting environment.

• Access to a $200K+ perk marketplace with discounts on 150+ global services.

• Option to withdraw up to 50% of approved earnings before payday.