Intake Coordinator (Colombia)

Dynamics ATS; Colombia; A distancia; COP 22.320.000 - 39.060.000; Jornada completa

Descripción de la vacante

DOXA Talent, Inc. is seeking a detail-oriented Virtual Assistant – Legal Intake Support to join a leading personal injury law firm.

The role involves guiding prospective clients through the initial stage of their legal journey, managing inbound inquiries, gathering case information, and supporting the intake pipeline with accurate documentation and a caring client experience. Based in Colombia, this remote position operates with Colombian and international teams, requires advanced English (B2+ -

Formación

• 1–2 years of experience in a customer-facing, administrative, or intake support role.
• Experience in legal, healthcare, or insurance environments is a plus.
• Education in business, legal studies, or related field is favorable.

Responsabilidades

• Serve as the first point of contact for prospective clients via phone, email, and web platforms.
• Conduct empathetic and structured intake conversations to gather key case information.
• Assess case eligibility according to firm guidelines and elevate appropriately.
• Accurately document all client interactions in the CRM/intake system.
• Follow up on pending inquiries, incomplete intakes, or missed appointments.
• Coordinate with attorneys and intake team for a seamless client experience.
• Support scheduling of consultations and intake-related appointments.
• Maintain confidentiality and professionalism in all communications and documentation.

Conocimientos

Customer-facing communication

Data entry

CRM proficiency

Attention to detail

Empathy

Multitasking

Educación

Bachelor's degree in Business Administration/Legal Studies/Customer Service or related field

Herramientas

Lawmatics

Clio Grow

Filevine

Descripción del empleo

At DOXA, we are dedicated to connecting businesses with top-tier talent across various industries. Our mission is to deliver innovative solutions that drive exceptional outsourcing services, enabling companies to expand their teams and grow their operations seamlessly.

What sets DOXA apart is our commitment to fostering a vibrant and supportive team culture. Join us and be part of a culture that prioritizes your happiness and well-being, ensuring you thrive both personally and professionally.

The Role:

We’re seeking a detail-oriented and compassionate Virtual Assistant – Legal Intake Support to join a leading personal injury law firm. This role is designed for a professional who combines strong administrative skills with empathy, excellent communication, and attention to detail.

You’ll play a key role in guiding prospective clients through the initial stage of their legal journey by managing inbound inquiries, gathering case information, and supporting the intake pipeline. Your ability to ensure accurate documentation and a caring client experience will contribute directly to the firm’s success.

Location: Must be in Colombia – Remote.

Environment: Colombian and International Teams.

Language: Advanced English (B2+ - C1).

Timezone: Monday to Friday – 9:00 AM to 6:00 PM EST.

Contract: Non-fixed Term Colombian Contract.

Requirements:

• Education: A degree or relevant training in Business Administration, Legal Studies, Customer Service, or a related field is a plus.
• Experience: 1–2 years of experience in a customer-facing, administrative, or intake support role. Experience in legal, healthcare, or insurance environments is a plus.
• Skills: Excellent verbal and written communication, strong listening skills, emotional intelligence, accurate data entry, CRM proficiency, organization, and multitasking. Experience with legal intake software such as Lawmatics, Clio Grow, or Filevine is a plus.
• Characteristics: Detail-oriented, compassionate, proactive, organized, professional, and able to remain composed during sensitive client interactions.

Responsibilities:

• Serve as the first point of contact for prospective clients via phone, email, and web-based platforms.
• Conduct empathetic and structured intake conversations to gather key case information.
• Assess case eligibility according to firm guidelines and elevate appropriately.
• Accurately document all client interactions in the CRM or intake management system.
• Follow up on pending inquiries, incomplete intakes, or missed appointments.
• Coordinate with attorneys and the intake team to ensure a seamless client experience.
• Support scheduling of consultations and other intake-related appointments.
• Maintain confidentiality and professionalism in all communications and documentation.

Why This Role Matters:

You are the first reassurance a potential client receives. Your ability to lead with empathy while ensuring critical data is collected accurately is essential to the firm's ability to help those in need. You turn moments of uncertainty into structured next steps—making an immediate and meaningful impact on both the client journey and the firm’s success.