Job Title: Intake Specialist / File Clerk

 

Position Description:

The Intake Specialist is a vital role in maintaining the smooth operation of a law office. This position involves managing client intakes, maintaining and organizing digital filing systems, and assisting case managers and attorneys with administrative tasks. The role requires high attention to detail, confidentiality, and the ability to communicate effectively with clients, often in sensitive situations.

 

About the Company:

Our client is a growing law practice specializing in personal injury. They value empathy, professionalism, and efficiency in handling sensitive cases and are committed to providing exceptional support to their clients.

 

Availability:

• Full-time: Monday to Friday, 8:30 AM to 5:30 PM Pacific Time

• 40 hours per week with a 1-hour unpaid lunch

 

Key Responsibilities:

• Handle incoming client intakes, gathering necessary information, and entering data into the CRM

• Open new case projects and maintain accurate case records

• Draft and send initial representation or thank-you letters

• Assist case managers with administrative tasks, including requests for medical records

• Maintain and audit digital filing systems for legal documents to ensure accuracy and compliance

• Coordinate with other departments to ensure seamless document management

• Assist legal assistants in file management and preparation of legal documents

• Handle sensitive and confidential client information with professionalism

• Perform occasional follow-up calls to clients for additional case information

 

Requirements:

• High school diploma or equivalent required; associate's degree preferred

• At least 2 years of experience in a similar role, ideally in a legal setting or with file management

• Proficiency in Microsoft Office Suite, Filevine, and Ring Central

• Strong organizational skills and meticulous attention to detail

• Ability to maintain confidentiality and handle sensitive information

• Excellent communication and interpersonal skills

• A proactive and resilient problem-solver

 

Language Requirement:

• Bilingual in English (C2 proficiency) and Spanish required

 

Preferred Skills:

• Prior sales or client-facing experience is a plus

• Empathetic yet resilient, capable of handling emotionally challenging situations with professionalism

• Solution-oriented team player with a positive attitude

• Ability to adapt to changing priorities and work independently

 

Compensation:

• Competitive salary paid in USD or Local Currency according to your preference

• Discretionary end-of-year bonus

• Two weeks paid vacation annually, available after one year of employment

• Paid US holidays

 

Additional Notes:

• This position may involve outbound calls to follow up with clients when needed.

• Applicants must be able to have a VPN for secure, international calling.

• The role is designed to scale with the firm’s growth, with potential for expanded responsibilities.

 

This is an excellent opportunity for a bilingual professional seeking a role that combines legal, administrative, and client-facing responsibilities in a supportive and growing law practice. Apply now to make a meaningful impact!