Intake Client Concierge Legal Assistant

My RIA Lawyer; United States; Remote; USD 10,000 - 60,000; Full time

Job description

Our virtual-based Securities and Compliance Law Firm is looking for a compassionate and productive Client Service Specialist – also called a “Receptionist,” “Intake Specialist,” or “Legal Assistant”– who will focus on providing people who contact us with the ultimate customer service experience. This position will handle critical tasks to ensure all callers and clients (internal or external clients) feel welcome and that we care about helping them. This is a position that balances the art and science of outstanding customer care. It requires the right combination of empathy, communication skills, attention to detail, proactivity, and technical know-how. You'll play an integral role in creating memorable client experiences and helping the owner of the firm grow the business. SEE INSTRUCTIONS FOR APPLYING AT THE END. APPLICANTS THAT DO NOT FOLLOW INSTRUCTIONS WILL NOT BE SEEN OR RECEIVE A RESPONSE. This important position involves critical duties related to customer service as well as direct sales and attorney support. Responsibilities: • Organize paperwork and perform data entry in our case management system to streamline new client onboarding and current client files • Conduct various tasks around the office such as managing spreadsheets, writing emails, faxing and copying, and transcribing notes to make sure all processes run smoothly • Screen incoming potential client phone calls to make sure the case falls within the scope of the firm, while helping the caller feel heard and understood • Manage attorney schedules, including prospective client consultations, to foster caseload growth The basic duties of the position are: • Gathering critical information needed by the salesperson to adequately prepare for the initial consultation, including conflict checks • Gathering, reviewing, and inputting client data into the CRM and CMS for client meetings • Screening and pre-qualifying leads to assess their sense of urgency and motivation, and to qualify the lead for our services • Managing appointment scheduling with precision and flexibility across several tech platforms to accommodate clients' needs • Organize and execute client communications as requested by the compliance and legal teams • Communicating and collaborating effectively with internal teams on all client matters • Seeing challenges as opportunities to provide a positive resolution and strengthen client relationships • Ability to find success in a dynamic, deadline-driven, and detailed compliance environment • Engaging with clients via phone and email, providing exceptional customer service with a warm and empathetic approach • Thriving in a fast-paced environment, juggling multiple tasks while maintaining an unwavering attention to detail • Overseeing client service activities, including client onboarding, account paperwork, and acting as client liaison with our compliance team • Facilitating regular contact with current clients and former clients to ensure we keep our relationship alive and find ways to continue to be of service • Learning and helping the legal & compliance teams as needed. • Performing bimonthly client billing Qualifications: • Sales or customer service experience highly valued • High school diploma or equivalent required; Bachelor’s degree preferred • Skilled with Microsoft Office, especially Microsoft Excel • Possesses outstanding communication skills and sense of empathy • Previous legal experience highly valued • Previous experience with CRM and case management software desired • Solid data entry, spreadsheet management, and computer skills Who thrives in this role? A person who possesses... • Enthusiasm, warm, and kind energy that brightens the virtual room and fosters positivity within the team and the people that you connect with on a daily basis • Previous experience in a similar role or related field will be an advantage. Some examples: High-end Hospitality/Front-of-the-house or call center experience/ Intake/Client Services in the Financial Planning space • Familiarity with CRMs is a plus • Comfortable working with all Microsoft Office products • Applicants must be able to type 50 words per minute or faster • Enjoys talking with customers and can communicate through verbal and written channels • Proficient in basic computer software and can quickly learn to use new programs • History of being deadline-driven and extremely organized • You MUST be a positive, proactive person to excel in this role. Initial compensation is based on projected productivity and performance. Bonus compensation will be available on a performance basis. The position is full-time and offers paid holidays. The Firm offers a robust and competitive benefits package. For the right person, this will be a highly rewarding position. If this sounds like a good fit for you, you will need to complete a two-step process in order to be considered. Prepare a cover letter that explains what you believe are the 3 most important qualities needed to be successful in this role. As a closing sentence, please write, “I have read the instructions contained in the job posting and have followed the instructions.” Do not send your resume through this online application service. Create an email and send us your resume and cover letter in PDF format to [e-mail]. The subject line of the email should be I PROVIDE OUTSTANDING CLIENT SERVICE. Compensation: $45,000 - $50,000

• The basic duties of the position are: • Gathering critical information needed by the salesperson to adequately prepare for the initial consultation, including conflict checks • Gathering, reviewing, and inputting client data into the CRM and CMS for client meetings • Screening and pre-qualifying leads to assess their sense of urgency and motivation, and to qualify the lead for our services • Managing appointment scheduling with precision and flexibility across several tech platforms to accommodate clients' needs • Organize and execute client communications as requested by the compliance and legal teams • Communicating and collaborating effectively with internal teams on all client matters • Seeing challenges as opportunities to provide a positive resolution and strengthen client relationships • Ability to find success in a dynamic, deadline-driven, and detailed compliance environment • Engaging with clients via phone and email, providing exceptional customer service with a warm and empathetic approach • Thriving in a fast-paced environment, juggling multiple tasks while maintaining an unwavering attention to detail • Overseeing client service activities, including client onboarding, account paperwork, and acting as client liaison with our compliance team • Facilitating regular contact with current clients and former clients to ensure we keep our relationship alive and find ways to continue to be of service • Learning and helping the legal & compliance teams as needed. • Performing bimonthly client billing

Compensation:
$45,000-$50,000 per year