Easton Cohen, PLLC is seeking a highly organized, proactive, and exceptionally client-focused Legal Intake & Administrative Assistant to join our Oklahoma City law firm.

This is an important front-office position and often the first point of contact for individuals seeking legal assistance. Because every interaction reflects our firm, outstanding client service is essential. Every current and prospective client should be treated with patience, respect, warmth, and professionalism, regardless of whether they ultimately retain the firm.

This is not a passive front-desk position. The person in this role will manage incoming client inquiries, conduct initial intake, coordinate consultations, maintain accurate information in our case-management system, provide general administrative support, and occasionally assist with courthouse filings, document delivery, and other firm-related errands.

The position requires someone who is resourceful, technologically capable, and comfortable working independently. Our attorneys maintain demanding schedules, so the person in this role must be able to learn established procedures, troubleshoot routine administrative and technology issues, and confidently handle day-to-day responsibilities without requiring continual supervision.

We are happy to train the right person on our firm's specific procedures, systems, and expectations. However, the successful candidate should already possess strong general office skills, sound judgment, initiative, excellent communication skills, and the ability to learn and retain new processes quickly.

Our clients often contact us during difficult and stressful circumstances. The right person must be able to communicate with compassion while remaining professional, composed, efficient, and respectful at all times.

Responsibilities

Serve as the first point of contact for prospective and current clients by phone, email, and in person.
Answer incoming calls professionally, gather necessary information, and ensure inquiries are directed and followed up on appropriately.
Conduct initial client intake and accurately document relevant case and contact information for attorney review.
Schedule consultations, appointments, and meetings and maintain calendar accuracy.
Enter and maintain accurate client and prospective-client information in PracticePanther and other firm systems.
Track and document referral and lead-source information consistently.
Follow established intake and administrative procedures and ensure prospective-client inquiries are handled and documented appropriately.
Organize and maintain electronic and physical client files.
Assist attorneys and staff with routine administrative tasks, correspondence, document preparation, scanning, filing, and records management.
File, deliver, and retrieve documents from local courts, government offices, clients, and other locations as needed.
Complete occasional firm-related errands during the workday.
Independently troubleshoot routine office, telephone, software, and administrative issues using available resources.
Handle confidential and sensitive information with discretion.
Maintain a polished, professional, and welcoming front-office environment.
Perform other administrative duties as needed to support the day-to-day operations of the firm.

Client Service Expectations

Exceptional client service is a fundamental expectation of this position. The Legal Intake & Administrative Assistant represents Easton Cohen from the moment a person calls, emails, or walks through the door.

The successful candidate must be able to remain courteous, patient, and professional even when communicating with individuals who may be upset, frustrated, confused, or experiencing significant stress. Clients and prospective clients should always feel that they have been heard and treated with respect.

Professional and respectful communication with clients and prospective clients is a non-negotiable requirement of this position.

Role Boundaries

This is a front-office administrative and client-intake position and is not an attorney or legal-advisory role.

The person in this position will gather information, document client concerns, schedule consultations, assist with administrative processes, and communicate information as directed by the firm's attorneys.

This position does not provide legal advice, evaluate the merits of a potential client's case, interpret the law, recommend legal strategies, or make decisions reserved for an attorney. Questions requiring legal judgment must be promptly referred to an attorney.

The successful candidate must understand the difference between taking ownership of administrative responsibilities and making legal decisions. We are looking for someone who can independently manage front-office responsibilities while recognizing when a matter must be escalated to an attorney.

Minimum Qualifications

Excellent verbal and written communication skills, including strong grammar, spelling, and professional telephone etiquette.
Exceptional customer-service skills and a genuine commitment to treating every client and prospective client with courtesy, patience, and respect.
Strong organizational skills and exceptional attention to detail.
Ability to manage multiple responsibilities and interruptions without losing track of unfinished tasks.
Strong general computer skills and the ability to learn new software, telephone systems, and technology quickly.
Strong problem-solving skills and the ability to troubleshoot routine office and technology issues independently.
Ability to learn established procedures, retain training, and apply what has been learned without requiring repeated instruction.
Ability to accurately collect, enter, and communicate detailed information.
Strong follow-through and ability to work effectively with limited day-to-day supervision once trained.
Ability to independently resolve routine administrative and operational matters while promptly referring all legal questions and matters requiring attorney judgment to an attorney.
Professional judgment and discretion when handling confidential and sensitive information.
Dependable attendance and punctuality.
Professional appearance and demeanor appropriate for a client-facing law-office environment.
Valid driver's license and reliable transportation are required, as this position includes occasional work-related travel to local courts, government offices, and other locations.

Preferred Qualifications

Previous experience in a law firm, legal environment, or professional office.
Experience with client intake, scheduling, reception, or a high-volume telephone environment.
Experience with PracticePanther or another legal case-management system.
Experience with Microsoft Office and cloud-based business applications.
Familiarity with court filing procedures is a plus but not required.

Who Will Be Successful in This Role

The ideal candidate is someone who notices what needs to be done and takes initiative to do it. You should be comfortable communicating with people throughout the day, able to shift priorities when something urgent arises, and committed to completing tasks accurately and on time.

This position is best suited for someone who takes pride in figuring things out, looks for solutions before escalating routine administrative problems, learns quickly, retains training, and understands that exceptional client service is a non-negotiable part of representing our firm.

We provide training on firm-specific procedures and systems, but this position requires someone who can become increasingly self-sufficient after training. If you prefer to wait for detailed instructions before taking action, are uncomfortable with frequent telephone communication, struggle with learning new technology, or require continual supervision to complete routine responsibilities, this position is unlikely to be a good fit.

To be considered, applicants must complete all screening questions. Incomplete applications will not be reviewed.

Pay: $18.00 - $20.00 per hour

Expected hours: 40.0 per week

Application Question(s):

This is a full-time, in-person position in Oklahoma City paying $18.00–$20.00 per hour. Are you able to work in person and comfortable with the posted pay range?
Do you have a valid driver's license and reliable transportation that you can use for occasional work-related travel to local courts, government offices, and other locations during the workday?
This position requires frequent telephone communication with clients and prospective clients throughout the workday. Are you comfortable professionally handling a high volume of incoming and outgoing calls?
Tell us briefly about your experience in a law office, professional office, reception, client intake, customer service, or another position you believe has prepared you for this role.
Imagine you are speaking with a client at the front desk when another line begins ringing. At the same time, an attorney asks you to locate a document, and you have a scheduled prospective client arriving in five minutes. Briefly explain how you would prioritize and handle the situation.
A prospective client asks you, “Based on what I’ve told you, do you think the attorney can get my charges dismissed?” How would you respond?
Part of this position requires learning office systems and technology and resolving routine administrative issues independently. If you encounter a problem with a program or office system that you don’t immediately know how to solve, what would you typically do?
Clients sometimes contact our office while experiencing extremely stressful circumstances and may be frustrated, emotional, or difficult to communicate with. Briefly describe how you would handle an upset client while maintaining professionalism and providing excellent customer service.
Why are you interested in this particular position with Easton Cohen, PLLC, and what qualities would you bring to the role? Please answer in 3–5 sentences.

Work Location: In person

Job description