Intake Specialist - Virginia Beach

Job Title: Intake Specialist
Location: Virginia Beach, VA
Company: Melone Hatley, P.C. – Law Firm focused on Family Law and Estate Planning

Company Overview
Melone Hatley, P.C. is a fast-growing law firm focusing on family law and estate planning, with offices in Virginia, North Carolina, South Carolina, and Florida. Recognized by COVA as number 1 of the 500 fastest-growing law firms in the U.S in 2025, with our Attorneys being rated Super Lawyers by Prestigious, Inc., we are dedicated to providing clients with personalized top-tier service. We hold transparency, honesty, and communication as core values and are committed to protecting families, finances, and futures of our clients.

Position Overview
We are looking for a highly organized and proactive Intake Specialist to join our dynamic team. In this role, you will handle a variety of administrative tasks, including client intake, phone management, and supporting daily operations. The ideal candidate will possess excellent communication skills, attention to detail, and the ability to keep things running smoothly in a fast-paced environment.

Key Responsibilities:

• Phone Management: Answer and direct incoming calls, make outbound follow-up calls, and provide general support for client queries.
• Appointment Coordination: Schedule and organize appointments for both clients and attorneys.
• Correspondence Management: Write and distribute emails, memos, letters, and necessary documentation.
• Database Maintenance: Maintain updated contact lists and client information, ensuring all data is accurate and easy to access.
• Filing Systems: Manage both physical and digital filing systems to ensure efficient document organization.
• Policy Compliance: Follow office policies and procedures and assist with the preparation of routine reports.
• Client Support: Serve as the point of contact for clients, visitors, and callers, providing exceptional customer service.
• Team Collaboration: Work alongside senior management to handle requests and address any administrative concerns.

Qualifications and Skills:

• Communication: Strong written and verbal communication skills.
• Organization: Strong organizational abilities with a proven capacity to multitask effectively.
• Attention to Detail: Meticulous attention to detail and problem-solving skills.
• Technical Proficiency: Familiarity with general office equipment and procedures, along with proficiency in MS Teams, Outlook, Word, Excel, CRM, and practice management software (Clio and HubSpot, preferred).
• Time Management: Excellent time management skills, with the ability to prioritize tasks efficiently.
• Previous experience as an Administrative Assistant, Receptionist or Secretary is a plus.
• Education: High school diploma or equivalent, required.

Benefits:

• 401(k) Matching
• 100% Employer Paid Medical Benefits
• Dental, Health, Life, and Vision Insurance
• Paid Time Off and Holiday Pay

Work Environment:

• Full-time position (8-hour shift)
• On-site and in-person at Virginia Beach office

Join Our Team!
If you are a motivated, detail-oriented individual who thrives in a fast-paced, team-oriented environment, we invite you to apply. At Melone Hatley, P.C., you will have the opportunity to grow professionally and make a meaningful impact.

Melone Hatley, P.C. is an equal opportunity employer.