Legal Intake Specialist

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Job Title: Legal 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 of the role:
• Lead Qualification & Client Screening

  - Conduct initial screenings to assess potential new clients.

  - Identify and refer unqualified leads appropriately.

  - Follow up with qualified leads to complete intake steps.

• Scheduling & Communication

  - Set up and confirm consultations.

  - Ensure collection of all necessary documentation.

  - Follow up post-consultation to ascertain decisions.

• CRM & Data Management

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

  - Maintain accurate records and generate performance reports.

• Compliance & Risk Management

  - Perform conflict checks during intake.

  - Document client interactions meticulously.

• Process Improvement & Training

  - Develop and optimize client follow-up sequences.

  - Own and refine the Intake System.

• Marketing & Sales Support

  - Design marketing materials and social media campaigns.

  - Engage prospective clients via social platforms.

Required Experience and Qualifications:
• ≥1 year in client intake, customer service, or sales at a US firm

• Proficiency with CRM and scheduling tools

• Must have previous experience with Clio or Lawmatics Software

• Excellent written and verbal communication

• Strong multitasking ability and attention to detail

Preferred Skills:
• Canva and Hootsuite proficiency

• Bachelor’s degree

Personality:
• 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, C2

Schedule:
9-5 EST - Fixed Schedule with lunch break

Salary and Benefits:
• Payment in USD or Local Currency according to candidate's preference.

• PTO: 10 days/year

• Paid holidays: Canadian statutory holidays

• 35 hours per week with a lunch break