Client Intake Specialist

Position Details

Location: Paoli, PA

Job Type: Full-time, On-site

Schedule: Monday – Friday

Salary Range: $40,000 – $50,000

About Us

Ruggiero Law Offices, LLC is a high-performing estate planning and elder law firm based in Paoli, PA. For over 30 years, we have built a reputation for delivering excellent legal solutions, with a deep commitment to hard work, integrity, and family values. We serve individuals, families, and small business owners across the region, helping them protect what matters most to them.

We’re looking for individuals who are hungry to grow, resilient under pressure, and committed to being part of a long-term team. If you bring grit, professionalism, and accountability to everything you do—and thrive in a dynamic, team-oriented environment—you’ll fit right in.

Position Summary

We seek a highly organized and personable Client Intake Specialist to be the first point of contact for prospective clients. This role is critical to creating a positive first impression while supporting the firm’s operational efficiency. In addition to managing the intake process, this position involves providing administrative support and handling light accounts receivable responsibilities.

Key Responsibilities

Client Intake & Front Desk Duties:

• Answer and screen incoming calls and emails with professionalism and warmth.
• Gather detailed client information and schedule initial consultations.
• Maintain and update client management systems (CRM) accurately.
• Prepare intake forms, engagement letters, and client packets.
• Follow up with potential clients to ensure timely next steps.
  
  

Administrative Support

• Manage incoming and outgoing mail and correspondence.
• Maintain client files (physical and digital), ensuring accuracy and confidentiality.
• Assist attorneys and paralegals with document preparation and file organization.
• Monitor and order office supplies as needed.
  
  

Accounts Receivable Support

• Assist with invoicing and payment processing.
• Track client payments and follow up on outstanding balances.
• Work with the legal team to ensure billing records are accurate and current.
  
  

Qualifications

• 2 years in an administrative, receptionist, or client service role. (legal or financial services preferred)
• Strong communication and interpersonal skills.
• Excellent organizational skills with sharp attention to details.
• Comfortable with multitasking in a fast-paced environment.
• Tech-savvy and proficient in Microsoft Office (Word, Excel, Outlook).
• Experience using CRMs or legal case management software. (e.g., Clio, LEAP, PracticePanther, or similar)
• Ability to learn new software and systems quickly and confidently.
• Professional demeanor with the ability to handle sensitive information with discretion.
• A proactive, dependable team player who can take initiative and stay composed under pressure.
  
  

Benefits

• Medical coverage with dental option.
• 401(k) contribution.
• Gym membership.
• Opportunities for professional development and long-term growth within the firm.
  
  

If you're someone who thrives in a fast-paced environment, takes pride in your work, and enjoys being part of a mission-driven team, we’d love to hear from you!

About Ruggiero Law Offices LLC

Ruggiero Law Offices LLC is an established brand and business that offers custom estate planning, business planning, trust administration, and estate administration services. We started at ground zero in 1990. Beth and Jim married in 1995, and she joined the business in 2011. We have been growing ever since. Our Mission is to serve the public with care and commitment.