Legal Intake Specialist

Job Overview

We are hiring a reliable and detail-oriented Intake Specialist to support a busy US law firm. This role is critical to first impressions, client scheduling, and revenue tracking. You will handle inbound calls from prospective clients, manage attorney calendars, coordinate consultations, and ensure all intake data is logged accurately.

This position requires excellent spoken English, strong phone presence, and at least 2 years of experience supporting US law firms or US-based businesses in an intake, receptionist, or client coordination role.

Key Responsibilities

Client Intake & Call Management

• Answer inbound calls from prospective clients professionally and confidently
• Conduct initial client intake, gathering accurate and relevant information
• Route qualified calls to the intake specialist or schedule consultations as appropriate
• Ensure a calm, clear, and empathetic phone presence at all times

Calendar & Scheduling Management

• Manage the intake specialist’s daily calendar
• Schedule new client consultations with firm attorneys (phone or Zoom)
• Coordinate client-attorney conferences upon request
• Schedule and manage internal firm meetings
• Coordinate meet-and-confer calls with opposing counsel via phone and email

Client Communication

• Communicate with new and existing clients via phone, SMS, and email
• Confirm appointments, send reminders, and follow up as needed
• Act as a reliable point of contact to ensure scheduling accuracy

Data Tracking & Reporting

• Maintain detailed intake and call logs in firm spreadsheets
• Track all inbound calls with complete and accurate information
• Update monthly estimated revenue tracking based on newly retained clients

Required Qualifications

• Minimum 2 years of experience working with US clients in legal intake, receptionist, or client coordination roles
• Prior experience with US law firms is strongly preferred
• Excellent spoken and written English with a professional phone presence
• Strong calendar management and scheduling skills
• Close attention to detail and accuracy in data entry and tracking
• Ability to follow processes, meet deadlines, and maintain confidentiality
• Reliable attendance and long-term commitment

Tools & Systems (Preferred)

• Legal CRMs or intake systems (e.g., Clio, LeadDocket, Filevine, or similar)
• Google Workspace (Sheets, Calendar, Gmail)
• Zoom / VoIP phone systems