Legal Assistant, Intake & Client Success Coordinator

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Moaveni Law is a Canadian law firm focused on delivering an exceptional client experience through strong systems, fast communication, and high-performance operations.

We are hiring a full-time Legal Assistant, Intake & Client Success Coordinator to manage new lead communication, consultation booking, follow-up, CRM management, client coordination, and daily operational support.

This is not a basic admin position.

You will work directly with the lawyer and team to help manage the client journey from initial inquiry to retained client while helping ensure the firm operates efficiently day-to-day.

We are looking for someone highly organized, proactive, detail-oriented, fast, professional, and confident communicating with clients by phone, SMS, and email.

You will play a direct role in helping convert leads into retained clients while ensuring every client receives a high quality experience.

Your Responsibilities
Lead Intake & Consultation Booking
Call new leads immediately after they inquire
Build rapport and professionally guide leads through the intake process
Qualify leads and book consultations into the lawyer’s calendar
Follow up with unresponsive leads by phone, SMS, and email
Confirm appointments and send reminders
Client Success & Follow-Up
Follow up with potential clients after consultations
Help move leads toward becoming retained clients
Send invoices, payment links, and retainer agreements
Maintain professional and responsive communication
Build strong relationships with clients throughout the process
CRM & Administrative Coordination
Update notes, pipeline stages, and tasks inside GoHighLevel CRM
Track follow-ups, payments, signed retainers, and pending actions
Keep client records organized and accurate
Notify the team about urgent matters or follow-up requirements
Assist with operational and administrative tasks as needed
Help keep internal systems and workflows organized

Systems & Operations
Follow SOPs, scripts, systems, and checklists
Use AI tools such as ChatGPT or Claude to improve efficiency and organization
Learn new systems and processes quickly
Help improve workflows and client communication processes over time

Requirements
Outgoing, confident, and comfortable speaking with clients- Positive attitude and strong people skills
Excellent written and spoken English
Strong communication and client service skills
Confident speaking on the phone
Highly organized and detail-oriented
Fast response times and strong follow-up ability
Reliable internet and professional work setup - DO NOT APPLY IF YOU ARE NOT TECH ENABLED
GoHighLevel experience is a major advantage
Legal assistant, intake, sales, customer support, or appointment-setting experience preferred
Able to multitask and manage responsibilities independently
KPIs & Performance Metrics

You will be measured on:

Speed-to-lead response time
Number of consultations booked
Follow-up completion rate
CRM organization and accuracy
Client responsiveness and professionalism
Conversion of consultations into retained clients
Work Schedule
25–35 hours per week
Must be available during Canadian Eastern business hours

Compensation

$5–$8 CAD/hour depending on experience and communication skills.

Performance bonuses and long-term growth opportunities available for high performers.

How to apply:
Please send a short 1 video attached with your resume