Legal Intake & & Administrative Assistant

Job Title: Legal Intake & & Administrative Assistant

Location: Remote (Latin America)

Working Hours: Full-Time, Monday to Friday, 9:00 AM to 6:00 PM CST

Compensation: $1,500 - $2,000 USD per month (based on experience)

About the Company

Our client provides strategic, high-integrity representation for complex legal problems. The firm handles matters ranging from trial and appellate counsel to unfair competition and trademark enforcement. We pride ourselves on working "hard and smart," eschewing shortcuts in favor of rigorous, intelligent advocacy for professionals, entrepreneurs, and businesses.

The Opportunity

We are looking for a sharp, proactive, flexible, and highly communicative individual to join our team and manage the critical "first touch" of our client journey.

As the Legal Intake & Client Relations Specialist, you will be the face and voice of the client to all prospective clients. This is a hybrid role that combines sales and administrative support. Your primary mission is to manage the intake pipeline; vetting potential cases, following up with leads, and ensuring that the firm’s schedule and CRM are perfectly synchronized.

Key Responsibilities

• Intake Management: Act as the primary point of contact for all new inquiries, conducting initial "first touch" interviews to intelligently screen and vet potential cases based on the firm’s specific litigation criteria.

• Sales Support & Lead Follow-up: Drive the onboarding pipeline by proactively following up with potential clients; this requires a sales-focused approach rooted in persistence, persuasion, and the ability to build immediate rapport.

• CRM & Documentation: Maintain and update the Clio Manage CRM system with precision, ensuring all lead data, communication history, and critical follow-up tasks are recorded in real-time.

• Scheduling & Coordination: Oversee the firm’s master calendar, seamlessly coordinating and confirming consultations between high-priority prospective clients and the legal team.

• Email Management: Serve as the gatekeeper for the intake inbox, prioritizing urgent communications, responding to initial inquiries, and ensuring no lead or client message goes unanswered.

• Document Organization: Categorize and manage digital files and preliminary evidence provided by prospects, ensuring all documentation is organized and easily accessible for attorney review.

• Administrative Support: Execute general administrative tasks and provide operational assistance to ensure the firm's business side functions smoothly and efficiently on a day-to-day basis.

Required Qualifications & Skills

Must have:

• Exceptional Communication: Superb verbal and written English skills are mandatory (C1/C2), with the ability to communicate professionally and empathetically with individuals navigating stressful legal situations.

• Industry Experience: A minimum of two years of experience in a similar role, specifically within a U.S. law firm, U.S. insurance company, immigration agency, or real estate firm.

• Sales Mindset: High level of comfort "selling" the firm’s value and maintaining consistent, persistent follow-ups with leads until a decision is reached.

• Tech-Savvy: Proficiency in (or a demonstrated ability to quickly master) Clio Manage and other legal CRM or project management platforms.

• Analytical Thinking: Ability to screen cases intelligently, identifying high-priority leads based on specific litigation criteria and firm requirements.

• Proactive Approach: A self-starter who naturally initiates communication and takes decisive action without needing constant redirection.

• Project Ownership: Proven ability to work autonomously, managing tasks from inception to completion while effectively anticipating the needs of the firm.

• Operational Excellence: Ability to work independently, prioritize multiple high-stakes tasks simultaneously, and maintain extreme attention to detail in a fast-paced environment.

Nice to have:

• Experience utilizing AI tools to enhance administrative efficiency and support legal tasks.

• Bilingual (Spanish/English): While not required, Spanish fluency is a significant asset given our Texas-based client base.

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