Client Intake Coordinator (14-month fixed-term contract)

Hummingbird Lawyers LLP is always looking for great talent! We are a strong multi-faceted boutique firm with a vibrant culture and an unparalleled drive for innovation and entrepreneurialism. Our practice areas include Real Estate Corporate Civil Litigation Family Wills and Estates Entertainment Employment Health and Medical Malpractice Law.

Currently we are seeking a detail oriented client-focused Client Intake Coordinator to join our team for a 14-month fixed-term contract (parental leave). This is an excellent opportunity for a positive tech-savvy professional who thrives in a fast-paced client-focused environment and enjoys being the first point of contact for a dynamic law firm.

The ideal candidate is an excellent communicator an organized multitasker and a collaborative team player who takes pride in delivering an exceptional client experience.

Role Overview

You will interact daily with leads clients lawyers and internal teams to ensure seamless client communication and service.

This position is based Monday to Friday 9 : 00am-5 : 00pm in-office at our Toronto (Yorkville) location.

This position is a 14-month Fixed-Term Contract (Parental Leave).

Key Responsibilities

As a Client Coordinator you will play a vital role in managing incoming lead and client inquiries and supporting firm operations. Responsibilities include but are not limited to :

Client & Lead Management

Serve as a primary point of contact for incoming client and lead inquiries via phone and email.

Answer and manage the firms main telephone line and voicemails promptly and professionally.

Transfer calls or take detailed messages for follow-up as required.

Enter review and manage new leads within the firms lead management system and track referral sources.

Follow up with prospective clients to ensure intake forms are completed and confirm next steps.

Assign leads to the appropriate department and personnel in a timely manner.

Complete client intake processes including preliminary screening questions.

Conduct conflict checks and collect identification and intake documentation in compliance with LSO requirements.

Administrative & File Support

Open new matters using the Leap Matter Management system.

Book client meetings and consultations with lawyers as directed.

Maintain digital and physical client files.

Assist with invoicing follow-ups document filing courier coordination and other administrative tasks.

Team & Office Support

Support front-desk activities including welcoming visitors and handling deliveries.

Track office supplies volume and complete order requisitions

Collaborate closely with lawyers management and support staff to ensure a smooth client experience.

Use office systems such as Microsoft Teams Outlook OneDrive SharePoint Leap HUMI and others as required.

Attend staff meetings training sessions and team meetings.

Communicate professionally and effectively with clients and colleagues.

Perform general administrative duties typical of a Client or Administrative Coordinator at a mid-sized firm.

Take initiative and problem-solve with minimal supervision.

Carry out additional duties as assigned by the firm.

Qualifications

Minimum 2 years of experience in a client-facing role (required).

Previous experience in a legal office is an asset but not required.

Strong organizational skills and attention to detail.

Excellent verbal and written communication skills.

Comfortable working with technology and multiple office systems.

Professional friendly and service-oriented demeanor.

Job Details

Term : 14-month fixed contract (parental leave)

Schedule : Monday to Friday 9 : 00 AM 5 : 00 PM

Location : In-office position Toronto (Yorkville Office)

Compensation & Benefits

$22-$26 / hour (based on experience)

Business casual dress code

Social events and team-building activities

Required Experience :

IC

Key Skills

Customer Service,Client Expectations,Client Requirements,Client Support,Action Plans,Issue Resolution,Account Management,Client Relationships,Service Delivery,Client Service,Client Satisfaction,Client Management,Procedures,Service Level Agreements,New Clients

Employment Type : Contract

Experience : years

Vacancy : 1

Monthly Salary Salary : 22 - 26