Intake Coordinator

PrideStaff, Inc.; United States; Hybrid; USD 28,000 - 34,000; Full time

Benefits offered by this job

Fridays remote

Job summary

PrideStaff, Inc. in the United States is seeking an Intake Coordinator to manage initial client contact, collect essential case information, and screen potential matters with empathy and professionalism.

This role supports the legal team by ensuring a smooth onboarding process and accurate data entry. The successful candidate will handle multi-channel inquiries, coordinate scheduling of consultations, and maintain thorough follow-up with prospective clients while upholding the firm's standards

Qualifications

• Excellent verbal and written communication with clients.
• Ability to remain calm and compassionate in stressful situations.
• Meticulous data entry and documentation accuracy.
• Strong multi-tasking and calendar management abilities.
• Proficiency with Microsoft Office and basic CRM software.

Responsibilities

• Serve as primary contact for potential new clients via phone, email, forms, and chat.
• Conduct initial empathetic interviews to understand legal needs.
• Provide a warm, professional experience and answer non-legal questions.
• Record client information and perform preliminary screening for viability.
• Schedule consultations and draft case summaries for attorneys.

Skills

Exceptional communication

Empathy & patience

Attention to detail

Organizational skills

Technical proficiency

Job description

Intake Coordinator

Summary

The Legal Intake Coordinator is responsible for managing all initial contact with prospective clients, gathering essential case information, performing preliminary screening, and ensuring a professional and empathetic first impression of the firm. This role is vital for streamlining the client onboarding process and supporting the legal team's case acquisition efforts.

Essential Duties and Responsibilities

Client Interaction & Communication

• Serve as the primary point of contactfor all potential new clients (PNCs) via phone, email, website forms, and chat.
• Conductinitial, empathetic interviewswith PNCs to understand the details of their legal needs and concerns.
• Provide awarm, professional, and reassuring experience, acknowledging that callers may be experiencing stressful situations.
• Answernon-legal questionsabout the firm's services, process, and general procedures (while strictly avoiding giving legal advice).
• Maintainregular follow-up communicationwith PNCs throughout the intake process.

Information Gathering & Case Screening

• Collect and accurately record allessential client and case information, including personal contact details, the reason for the inquiry, key facts, timelines, and relevant documents.
• Conductpreliminary screening to assess the potential case's viability and fit with the firm's practice areas and expertise.
• Performconflict-of-interest checksin the firm's system before advancing the case for attorney review.
• Ensure all necessaryintake formsare distributed, completed accurately, and collected from the potential client.

Administrative & Coordination

• Manage the firm's intake pipelineand track the status of all PNC inquiries in the case management or CRM software
• Schedule initial consultations/appointmentsbetween qualified PNCs and the appropriate attorney or legal professional, managing complex calendars.
• Draftcase summary memorandumsor reports for attorneys, synthesizing the gathered information for their review and decision on whether to accept the case.
• Process andonboard accepted new clients, including file creation and accurate data entry into firm databases.
• Assist with the collection and organization of initialsupporting documentation.

Qualifications and Skills

Required

• Exceptional Communication Skills:Professional, clear, and articulate verbal and written communication.
• Empathy and Patience:Ability to interact compassionately with individuals who may be distressed or emotional.
• Attention to Detail:Meticulous accuracy in recording client information and managing data.
• Organizational Skills:Strong ability to manage and prioritize multiple simultaneous intakes and follow-ups.
• Technical Proficiency:Competency with Microsoft Office Suite (Word, Excel, Outlook) and the ability to quickly learn and utilize case management/CRM software.

Preferred

• Previous experience (1-3 years) in a customer service, sales, or intake role, preferably within a law firm or professional services environment.
• Familiarity with basiclegal terminologyand the litigation process relevant to the firm's practice areas.
• Bilingual or multilingual skills (e.g., Spanish/English) are often highly valued.
• Schedule: Monday - Friday (8:00AM - 5:00PM)Fridays are Remote (Work From Home)
• Pay Rate: $20.00 - $25.00 Per Hour based on experience
• Compensation / Pay Rate (Up to): $20.00 - $25.00 Per Hour