INTAKE SPECIALIST

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Do you want a mission-driven career in a positive environment where you have autonomy, your opinions are respected, and you have significant opportunities for growth?
We help secure the futures of special needs children and adults by helping their families build customized estate plans.
We also help high-achieving professional families by tailoring legal and advisory services, ensuring seamless coordination of personal, financial, and planning needs.
We are growing fast, and we need a Intake Specialist who can hit the ground running.
Legacy Solutions Law Firm provides estate planning, probate, and guardianship legal services and is based in Hollywood, Florida. We handle matters statewide.
We are seeking an Intake Specialist with outstanding communication and organizational skills. Excellent training and clear expectations will be provided. You will be treated as a professional, and we will invest in you to help you meet your personal goals.

QUALIFICATIONS

Education & Experience:

• High School Diploma or equivalent.
• Bi-lingual (Spanish) preferred.
• Previously held a role as an intake specialist at a law firm
• Proficient with business phone systems, office computer systems, and CRMs.

This is a full-time remote position.
To be considered for remote work, you must meet or exceed all requirements and expectations and possess a unique blend of skills, experience, and personal attributes that make you stand out from other candidates.
This role offers an exciting opportunity for your personal and professional growth within our organization. As the Intake Specialist, you will have the chance to develop your skills, take on increased responsibilities, and play a vital role in shaping the future of our clients’ lives.
If you are interested in this position, please send your resume to careers@floridalegacylaw.com. Please explain why this position interests you.
Job Type: Full-time
Pay: From $12,646.14 per hour
Expected hours: 40 per wee

o Client Engagement & Screening

• Maintain a high level of customer service when interacting with clients. Ensure a positive client experience and represent the firm’s values at all times.
• Collect necessary information from potential clients to asses their legal needs
• Makes referrals to callers looking for assistance outside of our practice areas
• Active and consistent follow-up with potential clients who expressed interest but did not immediately retain the firm’s services
• Take and deliver messages for team members as appropriate.
• Work as a backup for reception and other administration, as needed

• Client Relationship Focused Tasks

o Client Engagement & Screening

• Maintain a high level of customer service when interacting with clients. Ensure a positive client experience and represent the firm’s values at all times.
• Collect necessary information from potential clients to asses their legal needs
• Makes referrals to callers looking for assistance outside of our practice areas
• Active and consistent follow-up with potential clients who expressed interest but did not immediately retain the firm’s services
• Take and deliver messages for team members as appropriate.
• Work as a backup for reception and other administration, as needed.

o Client Interaction

• Make the introductory call to the client on behalf of the firm and send welcoming emails, initiating a positive client experience.
• Serve as the primary point of contact during the pre-engagement process, answering questions, resolving issues, and keeping the client updated about the pre-engagement progress.
• Alert supervisor to potential conflicts of interest identified during the intake process.
• Administrative Tasks

o Initiating Cases

• Accurately record and maintain detailed client information, including appointments and case details, and ensure that all client data is up-to-date and adequately organized.
• Send questionnaires for case information to new clients.
• Open cases on behalf of clients to initiate the legal process.
• Log all calls in the Lead Tracking Chart and CRM.

o Invoicing

• Prepare and send accurate consultation invoices to clients based on the engagement agreement’s agreed-upon terms. Ensure all billing details are correct and reflect the services provided.
• Track payments against consultation invoices and follow up with clients regarding outstanding balances.

o Maintain Calendars

• Schedule appointments between prospective clients and the sales team. Ensure optimal utilization of the sales team’s time.
• Reserve the conference room for in-person meetings.

o Process Improvement

• Help build and regularly review the intake process and suggest improvements to increase efficiency, client satisfaction, and attorney effectiveness.
• Prepare and present regular reports on intake activities, including several potential clients, conversion rates, reasons for non-conversion, and any identified trends or patterns.
• Attend regular team meetings and participate in ongoing training opportunities to improve skills and learn best practice.
• Work in accordance with Firm policies and procedures.