Our employment law firm, located in downtown Toronto, is currently 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.

This role follows a hybrid work model, primarily remote, with occasional in-office days at our downtown Toronto location.

Your responsibilities will include responding to incoming client inquiries via phone, email, and chat, as well as 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 & Qualifications

- Minimum 2 years of administrative or customer-facing experience (legal or call-center experience considered an asset)




- 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, professional team culture
- Proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, Excel), CRM
- Completed post-secondary education
- Experience working in a legal setting is considered an asset

Hiring Process Disclosure

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

No recruiters. No phone calls, please.
Please include “Client Intake & Administrative Coordinator” in the subject line.

Job Types: Full-time, Permanent

Pay: $40,000.00-$50,000.00 per year

Benefits:

- Casual dress
- Dental care
- Extended health care
- Paid time off
- Vision care

Ability to commute/relocate:

- Toronto, ON M5H 3L5: reliably commute or plan to relocate before starting work (required)

Experience:

- working with multiple scheduling platforms : 2 years (required)
- using legal practice management or legal intake software: 1 year (required)
- recent use of Microsoft Office in a workplace setting: 2 years (required)
- administrative, intake, or call center role: 2 years (required)

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

📌 Client Intake & Administrative Coordinator (Law Firm) (Canada)
🏢 WHITTEN & LUBLIN PC
📍 Canada