Client Intake Coordinator Jobs in Calgary, AB (NOW HIRING)

Job Description Our client is seeking a detail-oriented and highly organized Intake Coordinator to support the intake, tracking, and processing of legal orders, subpoenas, correspondence, and related documentation. This role is ideal for someone with experience in legal services, medical office administration, health information management, or handling confidential client or patient information. The successful candidate will be responsible for reviewing incoming communications, accurately logging information, coordinating with internal teams, and ensuring legal order documentation is processed in a timely and compliant manner.

Key Responsibilities: Receive and review incoming mail, faxes, emails, and voicemails from shared mailboxes or internal departments and determine the appropriate handling process. Log documentation into tracking systems or route materials to the appropriate department or mailbox to support timely processing. Enter identifying information for subpoenas and other legal orders into the appropriate systems to ensure accurate and complete intake records.

Support the tracking of legal orders and related inquiries by updating statuses, documenting incoming information, and notifying the assigned analyst of relevant updates in accordance with department processes and procedures. Escalate questions, discrepancies, and concerns related to legal orders to the Legal Service of Process Manager, as appropriate. Prepare and mail correspondence for legal orders addressed to an incorrect or invalid entity to notify the sender and support proper resubmission.

Complete vendor forms and supporting documentation required by local, state, and government agencies to facilitate payment of subpoena processing fees. Develop strong working relationships with internal and external contacts to address and resolve issues and concerns in a timely and professional manner. Perform other duties as assigned.

Qualification Requirements: Associate degree in legal studies or a related field, or an equivalent combination of training and experience in the legal field. Minimum of two years of related experience in legal services or a comparable administrative environment. Experience handling confidential customer, client, or patient information with a high level of discretion and accuracy.

Strong verbal, written, and interpersonal communication skills. Excellent organizational and time management skills with demonstrated attention to detail. Ability to work effectively in a team-oriented, fast-paced, multi-tasking environment.

Proficiency with Microsoft Office Suite and comfort working with tracking systems, shared mailboxes, and electronic documentation. Preferred Assets: Experience in a medical office administration environment. Certified Health Information Management (CHIM) designation.

Experience coordinating patient or client information. Previous exposure to legal intake, subpoenas, service of process, or legal order tracking. Please submit your resume to Angie at awisk@klopprichards.com if you have the relevant experience in legal services, administration, health information management, or handling confidential client or patient information quoting Job-5597

We thank all applicants in advance for their interest; however, only those selected for further consideration will be contacted.