Intake Specialist

Jobtailor; California (MO); Hybrid; USD 52,000 - 76,000; Full time

Job summary

Jobtailor is seeking an intake specialist to manage client inquiries via email, chat, and phone, ensuring accurate information and a smooth intake experience. You will maintain CRM records, process fee agreements, and coordinate attorney meetings while upholding a client-first approach.

Ideal candidates have 2–5 years in sales or customer service, strong typing (50 WPM+), and familiarity with CRM systems. The role supports a hybrid work model with remote and in-person collaboration as needed.

Qualifications

• Two to five years of experience in sales, customer service, or related field.
• Proven client engagement and follow-up track record.
• Experience in legal intake or client service is a plus.
• Proficiency with CRM systems and Apple products.
• Typing speed of 50 WPM or higher.
• Excellent attention to detail.
• Ability to communicate calmly under stress.
• Empathy and professionalism.
• Strong organizational skills.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Client-focused mindset.
• Excellent written and verbal communication skills.
• Ability to collaborate within a professional work culture.
• Adaptability to remote and in-person settings.

Responsibilities

• Monitor and respond to inquiries across email, chat, and web forms.
• Provide clients with information about services and set intake expectations.
• Conduct conflict checks for compliance.
• Answer calls professionally and empathetically.
• Transfer calls and manage voicemails and follow-ups.
• Update client records in the CRM.
• Process fee agreements and credit card authorizations.
• Enter transaction details and facilitate retainer payments.
• Schedule attorney meetings and initial consultations.
• Follow up with potential clients by phone, email, or chat.
• Log follow-up activities in the CRM.
• Identify high-priority leads and escalate to attorneys.
• Attend weekly intake meetings.
• Support continuous improvement in intake processes.
• Collaborate with marketing, IT, and sales for smooth client experiences.

Skills

Client engagement

CRM proficiency

Attention to detail

Communication skills

Organizational skills

Empathy

Adaptability

Collaboration

Stress management

Prioritization

Education

High school diploma or equivalent

Tools

CRM systems

Apple products

Job description

• Monitor and respond to inquiries across email, chat, and web forms
• Provide potential clients with information about the firm’s services and set expectations for the intake process
• Conduct conflict checks to ensure compliance with firm policies
• Answer incoming calls professionally and empathetically
• Transfer calls to appropriate team members and handle voicemails and follow-ups
• Manage and update client records in the CRM
• Distribute, collect, and process fee agreements and credit card authorizations
• Enter transaction details into the system and facilitate retainer fee transactions
• Schedule attorney meetings and initial consultations
• Follow up with potential clients by phone, email, or chat
• Track and log follow-up activities in the CRM
• Identify high-priority leads and escale them to attorneys or senior intake team members
• Participate in weekly intake meetings
• Contribute to continuous improvement efforts within the intake department
• Collaborate with marketing, IT, and sales to ensure smooth client experiences

Requirements

• Two to Five (2-5) years of experience in sales, customer service, or a related field
• Proven track record of client engagement and follow-up
• Experience in legal intake or a client service role is a plus
• Proficiency with Apple products and CRM systems
• Typing speed of 50 WPM or higher
• Excellent attention to detail
• Ability to communicate calmly and effectively with clients in stressful situations
• Empathy and professionalism
• Strong organizational skills
• Ability to prioritize multiple competing tasks in a fast-paced environment
• Client-focused mindset
• Excellent written and verbal communication skills
• Ability to collaborate effectively within a supportive, professional work culture
• Adaptability and flexibility in remote work and in-person settings when required
• Proficiency in CRM systems and technology used in remote client management
• Ability to perform assigned duties with or without reasonable accommodations

Core Competencies

Demonstrates strong client engagement and follow-up skills, with proficiency in CRM systems and a client-focused mindset. Capable of managing multiple tasks in a fast-paced environment while maintaining professionalism and empathy.

Highest-signal resume keywords

• Client Engagement
• CRM Proficiency
• Attention To Detail
• Excellent Communication Skills
• Organizational Skills

ATS Optimization Keywords

Hard Skills

• Legal Intake Experience
• Typing Speed 50 WPM
• Transaction Processing
• Fee Agreement Management
• Client Record Management

Soft Skills

• Empathy
• Professionalism
• Adaptability
• Collaboration
• Stress Management

Industry Keywords

• Client Service
• Sales Experience
• Intake Process
• Follow-Up Activities
• Continuous Improvement

Tools & Technologies

• Apple Products
• CRM Systems