About the Position

Nanda & Associate Lawyers is seeking a professional, confident, and highly organized Intake Coordinator to communicate with prospective clients and help guide them through the firm’s consultation and retention process.

This is primarily a telephone-based position. The successful candidate will receive prospective-client inquiries and must contact each lead promptly, preferably within minutes, while the person is actively looking for legal assistance.

The Intake Coordinator will gather preliminary information, complete conflict-check procedures, determine the appropriate legal department, arrange consultations, follow up to reduce missed appointments, and assist prospective clients with completing the firm’s retainer and onboarding process.

This position does not involve providing legal advice.

Primary Responsibilities

- Promptly call prospective clients after receiving a new inquiry.
- Make multiple professional follow-up attempts when a prospective client cannot initially be reached.
- Speak with prospective clients in a warm, confident, polished, and professional manner.
- Listen carefully and gather accurate preliminary information about the legal matter.
- Identify the appropriate practice area, including family law, immigration, civil litigation, real estate, business law, and wills and estates.
- Obtain the names of all relevant parties required to complete a conflict check.
- Conduct or coordinate conflict checks in accordance with the firm’s procedures.
- Explain the consultation process, consultation fee, required documents, appointment options, and next steps.
- Schedule telephone, video,



or in-person consultations with the appropriate lawyer or legal professional.
- Send appointment confirmations, payment instructions, document requests, and reminders.
- Follow up before consultations to confirm attendance and reduce missed appointments.
- Contact prospective clients who miss appointments and assist with rescheduling where appropriate.
- Follow up after consultations, as directed, and help prospective clients complete the retainer and onboarding process.
- Send authorized retainer agreements, payment instructions, identification requirements, and file-opening information.
- Respond to administrative questions without providing legal advice.
- Maintain consistent and professional follow-up without pressuring prospective clients.
- Accurately record every call, follow-up attempt, appointment, consultation outcome, and retention status in the firm’s software.
- Maintain an organized daily follow-up list so that no prospective client is overlooked.
- Immediately escalate urgent, sensitive, or time-limited matters to the appropriate lawyer or manager.
- Coordinate with lawyers and staff to ensure a smooth transition from inquiry to consultation and, where applicable, to an opened client file.
- Occasionally assist prospective clients who attend the office in person and direct them to the appropriate department.
- Maintain strict confidentiality and follow all firm procedures regarding conflicts, retainers, payments, and client information.

Pay: $17.60-$25.00 per hour

Benefits

- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site childcare
- In office parking
- Paid time off
- Wellness program

Work Location: In person

📌 Intake Coordinator (Mississauga)
🏢 Nanda and Associate Lawyers PC
📍 Mississauga