Law Firm Intake Specialist - Receptionist

Looking for a chance to join a close-knit, compassionate team of dedicated legal professionals? Our law firm is expanding and needs the help of an intake specialist to take client relations to the next level and manage our growing caseload. Our ideal candidate is great on the phone, a naturally compassionate and empathetic listener, and has a dedication to customer service and a passion for helping those in need. You’ll have an opportunity to help a thriving law firm succeed and make a tangible difference in clients’ lives every day. If this sounds like a job you’d love, apply now!

$22 - $28 per hour Base Pay Incentive Compensation

What You’ll Be Doing:

• Answering all incoming calls from prospective new clients, educating them, and enrolling them in our Estate Planning and Probate processes.
• Monitoring incoming emails and checking voicemails regularly to ensure timely responses to inquiries
• Following up with potential clients who have not yet engaged with our services, providing them with the support and information they need to make an informed decision.
• Managing client care calls to past clients to see where we may offer further support.
• Reconciling incoming leads through various dashboards such as LSA and WhatConverts to analyze and track the sources of client leads
• Welcome and guide visiting clients to the appropriate areas
• Efficiently scan, organize, and distribute incoming mail
• Manage and coordinate all client scheduling with precision and attention to detail
• Process client payments promptly and accurately
• Attend and provide support at off-site marketing events
• Assist in the planning, coordination, and execution of marketing events
• Attending weekly staff and intake meetings to provide updates on your activities and report on key metrics
• Furnishing weekly reporting numbers during our "All Hands" law firm team meeting to keep everyone informed about progress

We’re excited to add the ideal candidate to our team—someone who thrives on success, enjoys building relationships, and is committed to delivering outstanding service.

Key Responsibilities:

• Build and maintain meaningful relationships with prospective clients, ensuring they receive the best estate planning services and timely, relevant information.
• Track and report on your intake activities and results, including follow-ups and conversions.
• Utilize structured business development systems to maximize your effectiveness.

• Full familiarity with the Microsoft Office suite, with advanced Excel proficiency
• High school diploma or equivalent needed, while a Bachelor’s degree is desired
• Possesses outstanding communication skills and sense of empathy
• Previous legal experience a plus
• Previous experience with CRM and case management software desired

Experience & Skills Required:

• Customer service experience is required. Experience in Estate Planning and Probate is a plus, but not mandatory.
• Comfortable using a computer and proficient in common office applications (Word, Outlook, and calendar management). Familiarity with Lawmatics and Clio is a plus.
• Strong written and verbal communication skills with excellent spelling and grammar.
• Exceptional attention to detail and accuracy to avoid mistakes that can impact clients.
• You MUST be a positive person.
• If you walk through life seeing opportunities where other people see problems, you’ll thrive here.
• If you find yourself thinking of why things can’t work instead of how they can, this might not be the place for you.
• We work with people experiencing a combination of stress, anxiety, sadness, confusion, and sometimes anger. We need someone who can dig deep to help people—even when they may seem unlovable.

Additional Information:

• Full-time position offering paid holidays, health insurance, and 401(k) benefits after the designated time with the firm.
• Initial compensation is based on projected productivity and performance, with additional bonus opportunities based on individual performance.

How to Apply:

For the right person, this will be a highly rewarding position. If you feel this sounds like a good fit for you, please follow these two steps:

1. Apply by submitting your resume and a cover letter in PDF format.

2. If we review your resume and feel you may be a good fit, we’ll invite you to a first-round interview. If you pass that, you’ll be contacted for an in-person interview.

Hailey-Petty Law Firm, LLC, makes estate planning your Legacy, not a burden for your loved ones.

Our commitment is to support clients at every stage, guided by a few core principles:

• Education. We focus on helping clients fully understand their legal situations and options to ensure they feel informed and confident in making the best decisions.
• Effective resolution. We don't just help resolve legal issues; we attempt to resolve them in the manner that best protects clients' interests and their futures.
• Building Trust. We aim to build that trust by maintaining open, transparent communication and providing honest guidance.
• Collaboration. We foster a collaborative environment where clients' thoughts, concerns, and questions are always welcomed, ensuring that our legal strategy reflects their unique perspective.