V104 - Intake Specialist | Client Intake and Lead Management Specialist

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Job Description:

Job Duck is seeking a compassionate and detail oriented Intake Specialist to support a legal practice by managing incoming inquiries, connecting with potential clients, and ensuring leads are accurately documented and followed up on. In this role, you will serve as an important first point of contact, helping prospective clients feel heard and supported while gathering the information needed for the legal team to evaluate their cases. You will manage intake communications by phone and email, maintain organized records in the CRM, and proactively follow up with leads to facilitate the screening process. The ideal candidate is empathetic, persistent, highly organized, and comfortable managing multiple priorities while following established procedures and guidance. This is an excellent opportunity for someone who enjoys helping people, communicating effectively, and contributing to a well organized legal intake process.

Monthly Compensation: 1,150 to 1,220 USD

Responsibilities include, but are not limited to:

• Prepare clear, accurate, and organized summaries of intake conversations

• Conduct intake calls to gather essential details about potential cases

• Reach out to prospective clients to obtain relevant information and assess their initial needs

• Manage incoming leads through phone calls and email communications

• Adapt to new workflows and incorporate feedback to improve efficiency and accuracy

• Monitor pending leads and follow up consistently to help prevent missed opportunities

• Follow up with prospective clients to obtain missing information and maintain engagement

• Enter new leads and update existing records in Lead Docket

• Follow established procedures for handling client information and maintaining confidentiality

• Use VXT, Microsoft Teams, Outlook, Calendly, Lead Docket, and VPN tools to support daily operations

• Coordinate communications and relevant updates with the client as needed

• Ensure lead information is complete, accurate, and properly documented

• Organize and prioritize leads for the client’s review and screening process

Requirements:

• Schedule: Monday through Friday, 8:00 AM to 5:00 PM or 9:00 AM to 6:00 PM EST

• Language: Bilingual English and Spanish preferred

Required Experience

• Experience: Previous experience in client intake, customer service, administrative support, or a legal environment is preferred

• Technical Requirements: Familiarity with CRM systems and the ability to learn new software and workflows efficiently

• Work Environment: Legal services environment requiring professionalism, confidentiality, empathy, and accurate documentation

• Expected Call Volume: Approximately 6 to 15 calls per day

Softwared and Tools
• VXT for phone communications
• Microsoft Teams for internal communication
• Microsoft Outlook for email
• Calendly for scheduling
• Lead Docket for lead management and tracking
• VPN for secure system access

Required Skills

• Strong verbal and written communication skills in English; Spanish proficiency preferred

• Empathetic and compassionate approach when interacting with prospective clients

• High attention to detail and accuracy when documenting information

• Excellent organizational and time management skills

• Ability to manage multiple priorities and maintain consistent follow up

• Familiarity with CRM systems and lead management processes

• Strong active listening and information gathering skills

• Persistence and initiative when contacting and following up with potential clients

• Ability to learn new software, systems, and procedures quickly

• Ability to summarize intake conversations clearly and accurately

• Professional telephone etiquette and email communication skills

• Ability to follow instructions, accept feedback, and work effectively under supervision

• Commitment to maintaining confidentiality and handling sensitive information appropriately

Work Shift:

Languages:

Ready to dive in? Apply now and make sure to follow all the instructions! 

Our application process involves multiple stages, and submitting your application is just the first step. Every candidate must successfully pass each stage to move forward in the process.

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