Job Title: Intake Specialist

 

About the Company:

Our client is a forward-thinking law firm dedicated to providing top-tier legal services in estate planning, estate administration, and estate litigation. They’re committed to innovation, excellence, and client-centered solutions to ensure every client’s best possible experience.

 

Job Description:

The Intake Specialist serves as the first point of contact for prospective clients (PNCs), managing lead qualification, scheduling consultations, and maintaining client records while supporting the firm’s sales and referral processes.

 

Responsibilities:

• Conduct initial screenings to assess potential new clients.

• Identify and refer unqualified leads appropriately.

• Follow up with qualified leads to complete intake steps.

• Set up and confirm consultations.

• Ensure collection of all necessary documentation.

• Follow up post-consultation to ascertain decisions.

• Log calls, consultations, and interactions in the CRM.

• Maintain accurate records and generate performance reports.

• Perform conflict checks during intake.

• Document client interactions meticulously.

• Develop and optimize client follow-up sequences.

• Own and refine the Intake System.

• Design marketing materials and social media campaigns.

• Engage prospective clients via social platforms.

 

Required Experience & Qualifications:

• ≥1 year in client intake, customer service, or sales at an US firm

• Proficiency with CRM and scheduling tools

• Must have previous experience with Clio or Lawmatics Softwares

• Excellent written and verbal communication

• Strong multitasking ability and attention to detail

 

Preferred Skills:

• Canva and Hootsuite proficiency

• Bachelor’s degree

 

Personality Traits:

• Self-driven, organized, and detail-oriented.

• Proactive “figure it out and get it done” attitude.

• Strong memory for processes and procedures.

 

Software & Tools:

• CRM: Lawmatics or Clio

• Communication: MS Teams

• Design & Social: Canva, Hootsuite

 

English Level:

C2 (Native proficiency)

 

Schedule:

9 AM – 5 PM EST, Monday to Friday (35 hours/week, includes lunch break)

 

Policies:

• PTO: 10 days/year

• Paid holidays: Canadian statutory holidays

• 35 hours per week with a lunch break

 

Salary & Benefits:

• Paid in USD or local currency (candidate’s preference)