Law Office Intake Specialist

We are looking for a capable and committed person to join our team and make our clients’ experience with us an outstanding one that they rave about to their friends and family.

The Law Firm Intake Specialist serves as the first point of contact for potential clients. This role is critical in creating a positive first impression, gathering essential client information, and ensuring that inquiries are handled professionally and efficiently. The ideal candidate is highly organized, empathetic, and detail-oriented, with excellent communication skills and the ability to multitask in a fast-paced environment.

The primary responsibilities are:

· Answer email and phone call intakes for potential new clients

· Answer questions as trained by the firm

· Schedule initial consultation appointments

· Enter potential client information into the law firm contact management software

· Document where new potential client originated

· Email or mail to client intake documents prior to first appointment

· Call all potential new clients at least 48 hours before upcoming meeting

· Monitor email or calls for questions from potential clients

· Answer incoming calls, emails, and online inquiries promptly and professionally, as trained.

· Conduct initial communications to gather key information about potential clients and their legal needs.

· Determine the suitability of cases based on the firm’s practice areas and criteria.

· Accurately input potential new client information into the firm’s case management software.

· Maintain organized records of client interactions and follow-up activities.

· Prepare potential new client files for attorney review.

· Track where business is coming from.

· Follow up with potential new clients to provide updates, collect additional information, or schedule additional consultations.

· Communicate appointment details and ensure potential new clients are prepared for their first meeting.

· Serve as a liaison between attorneys and potential new clients to ensure a seamless onboarding process.

· Create a welcoming and empathetic environment for clients during their initial interactions with the firm.

· Answer general inquiries about the firm’s services, processes, and pricing structure, as trained.

· Foster long-term relationships with clients by creating a welcoming and supportive environment for every interaction.

· Anticipate client needs and offer proactive solutions to enhance their experience with the firm.

· Address and resolve concerns promptly or escalate to appropriate team members.

· Maintain regular communication with clients, keeping them informed about the progress of their cases, timelines, and next steps.

· High school diploma or equivalent required; associate’s or bachelor’s degree preferred.

· Prior experience in a client-facing role, preferably in a law firm or similar professional environment.

· Proficiency in case management software, CRM tools, or similar technology.

· Exceptional verbal and written communication skills.

· Strong organizational skills and attention to detail.

· Strong interpersonal, organizational, and problem-solving skills.

· Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.

· Ability to handle sensitive and confidential information with professionalism.

· Empathetic and customer-focused mindset with the ability to handle difficult conversations.

Job Type: Full-time

Pay: $15.00 - $18.00 per hour

Benefits:

• Flexible schedule
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $15 - $18