Position: Legal Intake Specialist / Client Relations Coordinator

Reports To: Owner & Managing Attorney

Employment Classifications: Full-Time Employee, Exempt, Remote

Does helping someone matter more to you than handing them off? Can you stay in the driver’s seat of a conversation even when you don’t have the answer yet?

We’re Vellum Law — a boutique real estate transactional firm based in Boca Raton, Florida, licensed in four states and growing. We do one thing: complex, high-value real estate transactions. No bureaucracy. No unnecessary meetings. Just high-quality legal work and the kind of client service that earns referrals.

We’re seeking a warm, whip-smart Legal Intake Specialist / Client Relations Coordinator to be the first voice clients hear and the steady hand that keeps every relationship on track — from the very first phone call through the life of a matter and beyond. If you love being the person who makes people feel taken care of, and you’re just as comfortable troubleshooting a caller’s question yourself as you are keeping a detailed tracker up to date, we’d love to meet you.

What You’ll Do

• Answer every incoming call live during business hours. Calls don’t go to voicemail on your watch.

• Serve as our first line of defense on the phone: ask the right follow-up questions to understand what a caller needs, and resolve routine questions yourself rather than automatically transferring to an attorney.

• Own the full client intake process — fielding new inquiries, gathering preliminary matter details, scheduling consultations, and sending welcome and engagement materials.

• Keep our leads tracker accurate and current, logging referral sources, status, and next steps, and following up promptly so no lead goes cold.

• Check in with clients throughout their matter to confirm they’re happy and catch any issues early, then keep the relationship going after the matter closes with a structured cadence of follow-up touchpoints.

• Request and track Google reviews from happy clients, and keep an eye on our online reputation.

• Look for ways AI and technology can make intake, tracking, and client communication faster and smoother.

WHO YOU ARE

The statements below describe the Legal Intake Specialist / Client Relations Coordinator we’re looking for:

• You genuinely like people, and callers can hear it in your voice within the first ten seconds.

• You default to solving a caller’s problem yourself, and only loop in an attorney when the question truly calls for legal judgment.

• You treat a tracker or checklist as non-negotiable. Nothing sits unlogged or unfollowed up on your watch.

• You’re comfortable owning a relationship over months or years, not just closing out a single task.

• You take confidentiality seriously and exercise good judgment with sensitive client information.

• You’re naturally curious about tools that could make your work faster or more accurate.

• Detail-oriented. Please include a cover letter with your resume submission. Incomplete applications will not be considered.

This role is not a fit if you:

• You’d rather let a call roll to voicemail than pick up mid-task.

• You prefer to escalate everything to an attorney rather than use your own judgment on routine questions.

• Detailed, up-to-date record-keeping feels like a chore you’d rather skip.

• You’re looking for a highly scripted, low-autonomy role with minimal live client interaction.

• You can’t commit to a consistent Monday–Friday, 9:00 a.m.–6:00 p.m. EST schedule.

• High school diploma required; Associate’s or Bachelor’s degree preferred

• Prior experience in a client-facing role (law firm, professional services, or client success experience a plus)

• Excellent phone etiquette and top-notch written and verbal communication skills

• Comfortable with Microsoft 365 and general office technology

• Experience with CRM systems or lead-tracking tools, and comfort using AI to work smarter, are a plus

• A dedicated, distraction-free home workspace with reliable high-speed internet and a good headset — this is a fully remote role

• Warm, highly organized, and detail-oriented, with a genuine interest in taking care of people

We’re Vellum Law – a boutique real estate transactional firm based in Boca Raton, Florida, licensed in four states and growing. We do one thing: complex, high-value real estate transactions. No bureaucracy. No unnecessary meetings. Just high-quality legal work and the kind of client service that earns referrals.

Equal Opportunity & Employment Policy

Vellum Law PLLC is an equal-opportunity employer. We value diversity and are committed to creating an inclusive environment for all employees. All employment decisions are based on merit, qualifications, and business needs without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.