Intake and Operations Manager

4 days ago


Ottawa, Canada Fresh Legal Full time

Fresh Legal, a boutique family law firm, provides clients with clarity, confidence, and dedicated representation. We help our clients stay focused on their goals while avoiding unnecessary costs and conflict—whether their case needs litigation, mediation, or something else. Our clients come to us feeling isolated, overwhelmed, powerless, and stuck in conflict. We provide expert support so they can turn their painful separation into a fresh start with dignity and ease.


We are seeking a highly organized and friendly Intake and Operations Manager to join our team in Ottawa.


Position Summary


The Intake and Operations Manager will be the first point of contact for potential clients and visitors, providing excellent customer service and ensuring a smooth intake process. They will also play a role in the back-end operations of the law practice, streamlining processes and increasing efficiency.


This role requires strong communication skills, attention to detail, and the ability to work independently and handle multiple tasks efficiently in a busy environment.


You must love working with people and fixing problems. You need empathy (a lot of it), a sense of humour, a strong work ethic, and a commitment to confidentiality.


Your number one clients will be our firm and our firm’s potential new clients.  


Key Responsibilities


Intake Coordination


  • Answer and direct phone calls promptly and courteously
  • Conduct initial client intake phone calls to gather essential information about their legal needs
  • Assess, screen, and prioritize potential cases, directing them to the appropriate lawyer
  • Follow up with potential clients to provide necessary information
  • Manage the client intake process including sending retainer agreements and deposit requests
  • Accurately enter and maintain client information in the intake management system (CRM)
  • Collaborate with lawyers and staff to ensure a seamless intake process


Operations


  • Identify inefficiencies within office workflows and collaborate with team members to streamline administrative tasks, including document management, billing, and client intake
  • Research, recommend, and implement tools to reduce manual effort and improve consistency
  • Manage process improvements to reduce bottlenecks and improve overall productivity
  • Ensure proper training for staff to use new tools and processes effectively


Administrative Support


  • Track and order office supplies
  • Financial tasks including processing monthly invoices and payments from clients and assisting with trust accounts
  • Provide support for special projects, office events, and other tasks as needed


Reception Duties (On Occasion)


  • We meet most clients virtually, so these tasks are infrequent
  • Greet clients and visitors with a professional and friendly demeanor
  • Manage the reception area, ensuring it is tidy and welcoming
  • Handle incoming and outgoing mail and deliveries
  • Prepare rooms for mediations and meetings


Qualifications


  • Proven experience in a similar role, preferably in a law firm or legal environment
  • Intermediate to advanced skills in Microsoft 365
  • Experience with Clio practice management software is an asset 
  • Must be comfortable with technology and working in a primarily paperless environment
  • Excellent verbal and written communication skills
  • Strong organizational and multi-tasking abilities
  • Ability to maintain confidentiality and handle sensitive information with empathy and discretion


Details and Benefits


  • Start Date: Early 2025 (exact date negotiable)
  • Location: Fresh Legal, Ottawa, ON (Centretown)
  • Salary Range: Base salary $50,000 to $75,000, possibility of performance-related bonuses
  • Healthcare and wellness spending account
  • Hybrid work environment, though regular presence onsite is required
  • Vacation and personal days
  • Applications will be considered on a rolling basis, and the position may be filled at any time
  • Only applicants selected for an interview will be contacted


If you’re ready for your fresh start, send a resume in PDF form along with a cover letter describing your relevant experience by email to with the subject line “Application for Intake and Operations Manager Position”.


Fresh Legal provides space that is accessible, inclusive, and free from oppression, harassment, and discrimination. We treat each other and our clients with respect and dignity, regardless of age, race, gender expression, gender identity, sexual orientation, levels of ability, and all other diverse identities. We believe love is love and there is no one way to make a family.



  • Ottawa, Canada Fresh Legal Full time

    Fresh Legal, a boutique family law firm, provides clients with clarity, confidence, and dedicated representation. We help our clients stay focused on their goals while avoiding unnecessary costs and conflict—whether their case needs litigation, mediation, or something else. Our clients come to us feeling isolated, overwhelmed, powerless, and stuck in...


  • Ottawa, Canada Fresh Legal Full time

    Fresh Legal, a boutique family law firm, provides clients with clarity, confidence, and dedicated representation. We help our clients stay focused on their goals while avoiding unnecessary costs and conflict—whether their case needs litigation, mediation, or something else. Our clients come to us feeling isolated, overwhelmed, powerless, and stuck in...


  • Ottawa, ON, Canada Fresh Legal Full time

    Fresh Legal, a boutique family law firm, provides clients with clarity, confidence, and dedicated representation. We help our clients stay focused on their goals while avoiding unnecessary costs and conflict—whether their case needs litigation, mediation, or something else. Our clients come to us feeling isolated, overwhelmed, powerless, and stuck in...


  • Ottawa, Ontario, Canada Fresh Legal Full time

    Fresh Legal, a boutique family law firm in Ottawa, seeks an experienced Administrative Manager to oversee client intake and operations.The ideal candidate will possess strong organizational skills, excellent communication abilities, and a keen eye for detail.We're looking for someone who can provide exceptional customer service, manage multiple tasks...


  • Ottawa, Canada SIRC Full time

    Application Deadline DateNovember 14, 2024Job LocationOttawaEmployment TypeEmployeeExpected Start DateDecember 2, 2024The employer is committed to creating an inclusive and diverse work environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, ancestry, place of...

  • Intake Worker

    5 months ago


    Ottawa, Canada JEWISH FAMILY SERVICES OTTAWA Full time

    Under the direction of the Director of Counselling and Mental Health, the Intake Worker acts as the first point of entry for new clients seeking counselling services. The Intake worker will conduct short assessment interviews with prospective clients, record and analyze their needs and make recommendations regarding appropriate service within The Counselling...


  • Ottawa, Canada Valor & Solutions Full time

    Reporting to the Clinical Supervisor and using the professional resources from within the multidisciplinary team, the Clinical Intake Coordinator is responsible for establishing a professional and supportive first point of contact for new referrals and helps them in navigating and understanding the often-complicated system of supports as well as services....


  • Ottawa, Canada Valor & Solutions Full time

    Reporting to the Clinical Supervisor and using the professional resources from within the multidisciplinary team, the Clinical Intake Coordinator is responsible for establishing a professional and supportive first point of contact for new referrals and helps them in navigating and understanding the often-complicated system of supports as well as services....


  • Ottawa, Canada Valor & Solutions Full time

    Reporting to the Clinical Supervisor and using the professional resources from within the multidisciplinary team, the Clinical Intake Coordinator is responsible for establishing a professional and supportive first point of contact for new referrals and helps them in navigating and understanding the often-complicated system of supports as well as services....

  • Pharmacy Assistant

    5 months ago


    Ottawa, Canada OMS Royal Drugs Full time

    Purpose: Our Infusion Pharmacy team is seeking Pharmacy Assistants who are motivated to learn and advance their career in pharmacy! Working with the pharmacy’s compounding, intake and specialty teams in one of our largest infusion pharmacy locations, you will contribute to the provision of a multitude of high complexity specialty medications to our...


  • Ottawa, ON, Canada Valor & Solutions Full time

    Reporting to the Clinical Supervisor and using the professional resources from within the multidisciplinary team, the Clinical Intake Coordinator is responsible for establishing a professional and supportive first point of contact for new referrals and helps them in navigating and understanding the often-complicated system of supports as well as services....

  • Intake/case Manager

    6 months ago


    Ottawa, Canada St Mary's Home Full time

    Please send a **cover letter** along with your resume expressing how your experience relates to the position of Bilingual Intake/Case Manager at St Mary's Home. **Reports to**:_Direct Services Manager_ **About us**: St. Mary’s Home (SMH) is a not-for-profit charitable organization providing specialized residential and community support services to...

  • Intake Coordinator

    6 months ago


    Ottawa, Canada CBI Health Full time

    **Intake Coordinator (Hybrid) - Ottawa, ON**: CBI Health is Canada’s leading community healthcare provider, and our passionate team is at the heart of what we do. Every day, our 13,000 staff make a meaningful difference in our clients’ lives as we live the core values that define us: heart, respect, reliability, teamwork and innovation. Along with...

  • Intake Coordinator

    6 months ago


    Ottawa, Canada CBI Health Full time

    **Intake Coordinator - Remote**: CBI Health is Canada’s leading community healthcare provider, and our passionate team is at the heart of what we do. Every day, our 13,000 staff make a meaningful difference in our clients’ lives as we live the core values that define us: heart, respect, reliability, teamwork and innovation. Along with mentoring and...

  • Intake Coordinator

    6 months ago


    Ottawa, Canada CBI Health Full time

    **Intake Coordinator - Remote**: CBI Health is Canada’s leading community healthcare provider, and our passionate team is at the heart of what we do. Every day, our 13,000 staff make a meaningful difference in our clients’ lives as we live the core values that define us: heart, respect, reliability, teamwork and innovation. Along with mentoring and...


  • Ottawa, Canada Manager – IT Full time

    Job SummaryWe are seeking a highly skilled IT Infrastructure Manager to lead our team's technology operations.Key Responsibilities:Manage and maintain the overall IT infrastructure, including End User IT Equipment setup and management.Provide timely IT support and resolve issues remotely and directly with clients.Successfully handle multiple IT projects and...


  • Ottawa, Ontario, Canada Manager – IT Full time

    Job SummaryWe are seeking a highly skilled IT Infrastructure Manager to lead our team's technology operations.Key Responsibilities:Manage and maintain the overall IT infrastructure, including End User IT Equipment setup and management.Provide timely IT support and resolve issues remotely and directly with clients.Successfully handle multiple IT projects and...

  • Pharmacy Assistant

    6 months ago


    Ottawa, Canada OMS Royal Drugs Full time

    Our Mission: Royal Drugs is a healthcare company providing specialty pharmacy, infusion therapy, and retail pharmacy services. Royal Drugs is partnered for success with Ontario Medical Supply. Ontario Medical Supply is a Leading Distributor of medical equipment, supplies, and services for healthcare organizations and home healthcare clients across Ontario....


  • Ottawa, Ontario, Canada Valor & Solutions Full time

    Job Description:The Clinical Intake Coordinator is a pivotal role at Valor & Solutions, where you will serve as the first point of contact for new referrals. Your exceptional communication and interpersonal skills will help individuals navigate our system of supports and services.As a key member of our team, you will assess the needs of individuals,...


  • Ottawa, Ontario, Canada Home and Community Care Support Services Full time

    Job OverviewWe are seeking a highly organized and detail-oriented Healthcare Support Specialist to join our team at Home and Community Care Support Services in Cornwall. As a key member of our intake team, you will provide administrative support to ensure the efficient delivery of patient-centered care.