Intake Specialist

Mullen Coughlin LLC; Devon (PA); On-site; USD 50,000 - 65,000; Full time

Job summary

Mullen Coughlin LLC in Devon, PA is seeking an Intake Specialist to join its data privacy practice. The role supports intake of new matters and scheduling first fact-gathering calls, with on-site training and potential for a hybrid schedule based on performance.

You will manage client communications, document handling, and calendar coordination across attorneys and teams, ensuring timely, accurate service while upholding confidentiality and professionalism.

Qualifications

• Ability to effectively manage multiple priorities in a fast-paced environment.
• Strong verbal and written communication with clients, attorneys, and colleagues.
• Excellent interpersonal and customer service skills.
• Experience with database management and data entry processes.
• Proficiency in Microsoft Office; ability to learn new software quickly.
• Follow established workflows with accuracy and consistency.

Responsibilities

• Manage the intake of new matters, including opening and closing case files.
• Serve as the first point of contact for clients, handling incoming calls, gathering incident information and determining next steps.
• Maintain and coordinate complex attorney and team calendars, scheduling meetings and managing priorities.
• Communicate effectively with internal stakeholders, clients, vendors, and external contacts.
• Draft, proofread, and finalize professional correspondence and client communications.
• Monitor, prioritize, and triage high-volume email communications for timely responses.
• Process electronic filing of documents and manage electronic records and communications.
• Collaborate with attorneys and team members to deliver high-quality client service.
• Provide administrative and operational support and assist with special projects.
• Perform additional administrative duties as needed.

Skills

Multitasking

Communication skills

Customer service

Time management

Organization

Attention to detail

Adaptability

Teamwork

Problem-solving

Professionalism

Discretion

Tools

ProLaw

Microsoft Office Suite

Calendar management software

Job description

Mullen Coughlin is a highly successful, fast growing niche law firm focused exclusively on counseling organizations in the context of data privacy, including incident response, regulatory investigation, single-plaintiff and class action litigation compliance. Committed to rapid incident response to incoming client calls, we thrive in a high energy, close-knit, and upbeat office culture. The Firm pays very competitively in the market and offers a full benefit package, including accrued time off, paid maternity and paternity leave, and a generous 401(k) program. At its new office, located at 426 West Lancaster Avenue, Devon, PA, Mullen Coughlin's home office is over fifty-six thousand square feet, boasting the latest in technology and security, accommodating the projected continued growth of the firm, and providing all Mullen Coughlin employees access to amenities and resources to further their professional careers, as well as their health and well-being.

The Intake Specialist will work as part of a cohesive team to intake prospective new cases and schedule first fact-gathering calls for our data privacy practice. This is a full-time position eligible for benefits with an approximate daily schedule of 9:00am to 6:00pm eastern time with a one-hour unpaid lunch break.

This position will be required on-site for the initial training - potential for a hybrid schedule following that period based on performance.

Responsibilities

• Manage the intake of new matters, including opening and closing case files.
• Serve as the first point of contact for clients, handling incoming calls, gathering incident information through established protocols, and determining appropriate next steps.
• Maintain and coordinate complex attorney and team calendars, scheduling meetings and managing priorities.
• Communicate effectively with internal stakeholders, clients, vendors, and other external contacts.
• Draft, proofread, and finalize professional correspondence and client communications.
• Monitor, prioritize, and triage high-volume email communications to ensure timely responses and follow-up.
• Process electronic filing of documents and manage electronic records and communications.
• Collaborate with attorneys and team members to deliver responsive, high-quality client service.
• Provide administrative and operational support to the team and assist with special projects as assigned.
• Perform additional administrative duties and responsibilities as needed.

Preferred Experience, Skills & Qualifications

• Ability to effectively manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong verbal and written communication skills with the ability to interact professionally with clients, attorneys, and colleagues.
• Excellent interpersonal and customer service skills.
• Working knowledge of database management systems and data entry processes.
• Strong typing, proofreading, and document formatting skills with a high degree of accuracy.
• Highly organized with a commitment to continuous learning and professional development.
• Proven time management skills with the ability to balance competing priorities and support multiple attorneys and team members.
• Ability to work both independently and collaboratively in a team-oriented environment.
• Strong analytical and problem-solving skills with the ability to identify and resolve issues efficiently.
• Exceptional attention to detail and organizational abilities.
• Experience with legal case management software, including ProLaw is a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), including calendar management, scheduling, and document preparation; ability to quickly learn new software and systems.
• Ability to follow established procedures and standardized workflows with accuracy and consistency.
• Demonstrated professionalism, sound judgment, and a positive attitude when interacting with clients and colleagues.
• Ability to handle sensitive and confidential information with discretion and integrity.
• Strong adaptability and willingness to support evolving team and client needs.

Mullen Coughlin is an Equal Opportunity Employerand believes in strength in diversity. Mullen Coughlin is not accepting resumes from search firms for this position. Relocation assistance is not provided for this position. Applicant must be authorized to work in the United States of America.