Intake Administrator

This role is on-site in Rochester, NY. No relocation assistance is provided.

Our law firm is growing and we’re searching for a full-time legal intake administer to help us succeed! You’ll serve as the compassionate voice of our law firm, fielding inbound calls from prospective clients in their time of need, screening, and surveying potential cases, and helping our lawyers manage their meetings. If the thought of coming to work every day and making a positive impact on clients’ lives excites you, start your application today!

Job Description

A Sales Intake Specialist at a law firm plays a critical role in ensuring potential clients are guided smoothly through the initial consultation process, helping convert inquiries into actual clients. Below is a sample job description for this role

As a Sales Intake Specialist, you will be the first point of contact for prospective clients. Your primary responsibility is to handle incoming inquiries (via phone, email, and web) and effectively guide potential clients through the intake process. This involves gathering critical information, assessing client needs, qualifying leads, and facilitating appointments with the appropriate CRM.

The role requires a blend of customer service, sales, and administrative skills. You will play a pivotal role in driving the firm’s growth by converting leads into clients.

Compensation

$20.43 - $23.25 hourly

Responsibilities

Client Intake & Qualification

• Respond to inbound inquiries (calls, emails, web forms) promptly and professionally.
• Collect essential potential new client (PNC)/client information, including case details, and accurately enter it into the firm’s CRM or case management system (Lawmatics).
• Pre-screen potential clients to determine if their legal needs align with the firm’s practice areas and jurisdictions.
• Explain the firm's services, pricing, and processes to prospective clients.
  
  

Sales & Lead Conversion

• Use consultative sales techniques to convert qualified leads into scheduled consultations and a high show rate for consultations.
• Proactively follow up with leads to ensure a high conversion rate.
• Track and manage leads through each stage of the sales funnel, ensuring no opportunities are missed.
  
  

Appointment Scheduling

• Schedule consultations based on client needs and CRM availability.
• Coordinate follow-ups and ensure potential clients receive necessary communication.
  
  

Customer Service

• Provide excellent customer service by addressing any concerns, answering client questions, and ensuring they feel supported throughout the intake process.
  
  

Administrative Duties

• Maintain accurate and up-to-date records of all client interactions in the firm’s database.
• Generate daily, weekly, and monthly reports on lead activity, show, and conversion rates.
• Collaborate with Client Relations Managers and administrative staff to ensure smooth transitions from intake to case management.
  
  

Qualifications

• Experience in sales, client intake, or customer service roles, particularly within a legal environment, is essential for this position in Rochester, NY.
• Excellent communication skills and the ability to connect with people are crucial qualities required for the job.
• Any familiarity with legal services, terminology, or previous work in a law firm would be advantageous.
• Strong organizational abilities, the capacity to handle multiple tasks, and effective time management skills are necessary.
• Proficiency in using CRM software, case management systems, and the Microsoft Office Suite is a must.
• Attention to detail and strong organizational skills are highly valued for this role.
• The ability to handle confidential information discreetly is a key requirement.
• A self-motivated individual with a goal-oriented approach is ideal for the position.
• A valid driver's license in good standing is a mandatory qualification.
  
  

About Company

At The Colwell Law Group, we focus on providing the most effective representation and the highest levels of personal service for our clients. We know that ultimately people come to us for results. Our depth of knowledge of the courts and the law allow us to act as effective advocates who are able to help secure the best possible outcomes to a wide variety of family law matters.

Benefits

• 401(k) retirement plan with a 4% matching contribution
• Medical coverage with a national network and the firm pays for 75% of the Employee cost
• Company paid $50,000 Life Insurance Policy
• Dental, vision/Rx, pet, Aflac, and life insurance policy options
• Paid time off 10 days of vacation, 7 days of personal, and 8 paid holidays
• Collaborative management philosophy
• Professional, respectful, and diverse work culture