Estate Planning Intake & Scheduling Specialist

Donshawlaw; Virginia (MN); Hybrid; USD 30,307 - 35,817; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k) with employer match

Paid time off

Supportive team environment

Job summary

Don Shaw Law, an estate planning and probate firm, seeks an Intake Coordinator to serve as the first point of contact for prospective clients and manage the initial consultation process. You will help convert inquiries into consultations while upholding our reputation for responsive, professional client service.

The role supports the Virginia/DC/Maryland area from our Arlington and Woodbridge offices, with a potential hybrid arrangement after training.

Qualifications

• Minimum of 2 years of customer service or administrative experience
• Excellent verbal and written communication skills
• Strong organizational skills and attention to detail
• Proficiency in Microsoft Office Suite and ability to learn case management software quickly
• Professional phone manner and ability to work with diverse clientele, including elderly clients
• Ability to handle sensitive information with discretion and confidentiality

Responsibilities

• Answer inquiries via phone, email, and web forms in a professional and compassionate manner
• Conduct initial screening calls to gather basic client information and legal needs
• Explain our services and consultation process clearly
• Follow up promptly with prospective clients who have inquired but not yet scheduled
• Schedule consultation appointments and coordinate calendars
• Send confirmation emails and reminders to prospective clients
• Ensure intake attorneys have all necessary client information before meetings
• Maintain accurate records in Lawmatics and track prospect status through the intake pipeline
• Generate regular reports on consultation scheduling and conversion metrics
• Work closely with reception and legal assistant staff to ensure smooth handoffs
• Communicate scheduling changes and urgent matters to appropriate team members
• Participate in intake process improvement initiatives

Skills

Customer service

Administrative experience

Verbal communication

Written communication

Organizational skills

Microsoft Office

CRM systems/Lawmatics

Education

High school diploma or equivalent; Associate/Bachelor's preferred

Tools

Lawmatics

Case management software

Job description

Don Shaw Law, an estate planning and probate firm, seeks an Intake Coordinator to serve as the first point of contact for prospective clients and manage the initial consultation process. You will help convert inquiries into consultations while upholding our reputation for responsive, professional client service.

The role supports the Virginia/DC/Maryland area from our Arlington and Woodbridge offices, with a potential hybrid arrangement after training.