Intake Coordinator

M&A Law Firm P.C.; Schaumburg (IL); On-site; USD 45,000 - 50,000; Full time

Benefits offered by this job

Health insurance stipend

Onsite gym

Incentive plan

Growth opportunities

Travel expenses covered

Job summary

M&A Law Firm, P.C. in Schaumburg seeks an Intake Coordinator to be the friendly first contact for prospective clients, handling calls, emails, and scheduling.

You will document client issues, follow up on leads, send engagement letters, collect retainers, and coordinate with attorneys while maintaining organized files in the firm’s case management system. This onsite role offers a supportive team and growth.

Qualifications

• Sales and customer service experience is required.
• Strong typing, office suite proficiency, and basic computer literacy.
• Excellent verbal and written communication skills.
• A personable, empathetic candidate who enjoys meeting people.
• Familiarity with legal processes is a plus; litigation background not required.

Responsibilities

• Be the first contact for prospective clients, showing empathy and professionalism.
• Listen to client needs, document issues, and reflect commitment to excellence.
• Follow up with leads by phone and email; send engagement letters and collect retainers.
• Answer and route inbound calls; schedule consultations and maintain case files.
• Use Law Hustle and Smoke Ball to track client interactions and maintain records.
• Collaborate with attorneys to support firm growth and client service.

Skills

Sales experience

Customer service

Typing

Office suite

Verbal and written communication

People skills

Legal industry knowledge

Education

High school diploma

Tools

Law Hustle

Smoke Ball

Case Management System

Job description

Are you a strategic organizer, skilled at managing intricate schedules and multifaceted tasks with precision?

Can you navigate the complex waters of client calls and calendar management, ensuring smooth sailing through every deadline?

Are you the kind of natural salesperson who sees each inbound call as an opportunity to lock in success rather than a challenge?

Final question:

When faced with a challenge, do you get excited or run away?

M&A Law Firm, P.C., a dynamic and growing law firm, is seeking a motivated and personable Intake Coordinator to join our team. This critical role serves as the

first point of contact for prospective clients, embodying the firm's commitment to excellence, and results-driven legal service. As the gateway to our firm, the Intake Coordinator plays a pivotal role in our overall mission, directly impacting our ability to attract and retain clients.

What you’ll do:

Daily Tasks:

• Serve as the initial point of contact for prospective clients, demonstrating empathy, professionalism, and clear communication.
• Listen actively to prospective client needs, document their legal issues, and ensure every interaction reflects our commitment to excellence.
• Follow up with leads via phone and email, send out engagement letters, and collect retainer payments.
• Answer and route inbound calls to the appropriate person or department.
• Manage scheduling for consultations and maintain organized case files in our Case Management System.
• Use our technology platforms—Law Hustle and Smoke Ball—to efficiently manage and track client interactions.

Monthly Tasks:

• Issue billing statements and follow up on unpaid invoices to ensure timely collection of payments.
• Participate in team meetings and strategic planning sessions to continuously improve client service and firm growth.
• Assist in refining processes that help maintain our excellent review ratings—even when a prospect doesn’t convert, leaving a positive impression remains paramount.
• The Intake Coordinator will work closely with attorneys within the firm and coordinate with external attorneys as necessary. This role is essential for maintaining effective communication with clients and prospective clients, contributing to the firm’s reputation for unparalleled service.

What we’re looking for:

• Minimum of a high school diploma; some college education preferred.
• Prior experience in sales and customer/client service is essential.
• Proficiency in typing, using office suite products, and general computer literacy.
• Exceptional verbal and written communication skills.
• A people person with a friendly demeanor and a passion for getting to know people.
• Familiarity with legal industry processes is a plus, though a background in litigation is not required.

Ideal Candidate:

• A salesperson at heart, comfortable with closing deals and handling rejection.
• Possesses amazing follow-up skills and a tenacity that aligns with our competitive legal landscape.
• Embodies the firm’s core values of creativity, precision, and exceptional communication, demonstrating empathy and a drive to succeed.

Firm Culture:

• M&A Law Firm, P.C. offers a unique blend of professionalism and approachability, priding ourselves on going above and beyond for our clients. Our team is young, friendly, and dedicated, creating a fun yet focused work environment.

Compensation and Benefits:

• Hourly rate ranging from $45,000 – $50,000 per year (dependent on experience) plus an incentive structure tied to retainer agreements—25 retainers booked equals full incentive.
• Stipend for health insurance.
• Vibrant team atmosphere with a gym onsite.
• Commitment to teamwork, with everyone pitching in as needed to meet goals.
• Excellent opportunities for growth within a small but expanding firm.
• Training includes listening to recorded calls and in‑office sessions.
• This is an onsite role, with candidate travel expenses covered for client round interviews (no relocation costs provided).

This role is not just a job but a chance to make a significant impact on our clients lives and the firm’s success. If you are a driven and empathetic individual who thrives in a team-oriented environment and loves the thrill of making a difference, we would love to hear from you.