Immigration Client Intake Specialist

Ogletree Deakins; Austin (TX); On-site; USD 49,000 - 74,000; Full time

Job summary

A leading law firm is seeking a Business Immigration Client Intake Specialist to enhance their immigration practice in Austin. The role involves client communications, case management, and administrative support, contributing to a team focused on delivering exceptional service for corporate immigration needs. Ideal candidates will possess strong organizational and communication skills and have a bachelor's degree with relevant administrative experience.

Benefits

Paid Time Off

Paid Sick Leave

401(k) matching program

Tuition Reimbursement

Qualifications

• 2+ years of office/administrative experience preferred.
• Flexibility to work additional hours to meet objectives.
• Ability to work independently and with a team.

Responsibilities

• Coordinate and schedule calls while managing attorney calendars.
• Process initiation requests and maintain documentation.
• Respond to high volume client inquiries about filing and status.

Skills

Organizational Skills

Communication

Data Entry

Education

Bachelor’s degree

Tools

VisaTrax

InsZoom

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Position Summary

Help make the American dream come true for immigrants! This is an exciting opportunity to grow your career with one of the largest law firms in the United States. Ogletree Deakins is an international law firm with 60 offices throughout North America and Europe. We have one of the largest business immigration practices in the United States; our immigration practice group consists of experienced and dedicated immigration lawyers and paralegals who work with domestic and international corporations and businesses in developing appropriate strategies to facilitate the international transfer of skilled employees.

Our Austin office has an opportunity for a Business Immigration Client Intake Specialist to join their fast-paced business immigration practice! The Intake Specialist is responsible for performing a variety of duties centered on new case initiations based upon client requests. Duties include, but may not be limited to communicating with client contacts to intake all necessary information for file creation, case assignment, documentation, and billing; maintaining internal status updates relating to intake cases; inputting data into VisaTrax/InsZoom; and collating documentation for the physical file.

We offer a collegial, collaborative, challenging, and growth-focused work environment with innovative technology, customized resources and processes, and continuous skill-based training and professional development.

Essential Functions

• Coordinate and schedule calls and maintain attorney(s) calendar.
• Copy and assemble case files.
• Scan and save case files to the firm document management system.
• Monitor inbox for incoming visa requests.
• Process initiation requests by entering them into VisaTrax/Zoom; send necessary questionnaires to the Visa Beneficiary (VB) and US managers to complete and return to Ogletree Deakins.
• Use firm systems to create client-matter billing numbers and file barcodes.
• Initiate extension cases assigned.
• File creation, including requesting client matter numbers via Workflow.
• Follow up daily with VBs and US managers for any documentation and/or questionnaires that have not been submitted.
• Update case status daily.
• Scan and submit requests for educational evaluations.
• Assemble case files for attorney review.
• Update VisaTrax/InsZoom once the evaluation is received.
• Assign to the case manager for processing.
• Process and respond to a high volume of client inquiries (e.g. timeframe of filing, explanation about questionnaires, status updates, and document verification).
• Close files that will not continue to be processed.

Requirements

• 2+ years of office/administrative experience is preferred.
• Bachelor’s degree from an accredited college/university is preferred.
• Flexibility to work additional hours when necessary to reach Firm objectives.
• Must have the ability to work well with a team and independently.
• Must be able to achieve basic proficiency in Outlook, Word, Excel, InsZoom/VisaTrax, and DMS within a reasonable training period.

Please note, we are not working with outside recruiters for this position.

Benefits

In accordance with the Colorado Equal Pay for Equal Work Act, the expected salary range for this Colorado position is between $49,200 and $73,800. In accordance with New York State’s Wage Transparency Law, the expected salary range for this New York State position is between $44,720 and $81,600. In accordance with California’s amended labor code as stated in Senate Bill 1162, the expected salary range for this California position is between $49,200 and $81,600. In accordance with the Washington Equal Pay and Opportunities act, the expected salary range for this Washington position is between $51,680 and $77,520. In accordance with the Wage Transparency Omnibus Amendment Act, the expected salary range for this DC position is between $51,680 and $77,520. In accordance with Maryland’s Equal Pay for Equal Work-Wage Range Transparency Law, the expected salary range for this Baltimore position is between $46,080 and $69,120. In accordance with the New Jersey Pay and Benefit Transparency Act, the expected salary range for this New Jersey based position is between $54,400 and $81,600 and $83,800. In accordance with Illinois Equal Pay Act Transparency Notice, the expected salary range for this Illinois position is between $51,680 and $77,520. Actual pay will be adjusted based on experience, geographic location, and other job-related factors as permitted by law. This position qualifies for the benefits below. The application deadline for this position is 9/16/25.

Ogletree Deakins offers a robust suite of benefits for our Staff including: Paid Time Off, Paid Sick Leave, a 401(k) matching program, Profit Sharing, Paid Holidays, Paid Parental Leave, affordable Health and Life Insurance including Dental & Vision coverage, Health Savings Account /Flexible Spending Accounts to help offset the cost of dependent care and/or health care expenses, Tuition Reimbursement and an Employee Assistance Program.

Contact Information

If you have questions, please e-mail Jess Lindsey at [e-mail] with “Imm Client Intake Specialist – Austin" in the subject line. Please note, applications submitted via e-mail will not be considered.

Firm Overview

Ogletree Deakins has one of the largest Business Immigration practices in the United States and provides a wide range of legal services for employers seeking temporary business visas and permanent residence on behalf of foreign national employees. We provide comprehensive immigration services to clients of all sizes, including numerous Fortune 500 companies. Our practice is designed to provide superior client service at competitive fixed fee rates. Our attorneys are proactive in handling client matters, from case initiation to case strategy/planning to the successful completion of the case, always remaining accessible to all of our clients.

We are fully committed to the importance of diversity within the legal profession, as well as all workplace environments and strongly encourage the interest of diverse candidates in the firm.

Equal Opportunity Employer.