Intake Specialist

Mullen Coughlin LLC; United States; Remote; USD 45,000 - 65,000; Full time

Job summary

Mullen Coughlin LLC seeks an Intake Specialist to support its data privacy practice. This full-time, fully remote role handles intake, first contact with clients, and scheduling for fact-gathering calls.

The ideal candidate is based in Hawaii (HST) and works 8:00 AM to 5:00 PM HST (2:00 PM–11:00 PM ET) with a one-hour lunch break. ProLaw and MS Office experience are a plus.

Qualifications

• Strong verbal and written communication skills for professional client interactions.
• Excellent interpersonal and customer service abilities.
• Working knowledge of database management and data entry processes.
• High accuracy in typing, proofreading, and document formatting.
• Highly organized with a commitment to continuous learning and development.
• Demonstrated time management for supporting multiple attorneys and teams.
• Ability to work independently and in a team-oriented setting.
• Strong analytical and problem-solving skills with issue resolution focus.
• Attention to detail and confidentiality in handling information.
• Experience with ProLaw is a plus; proficiency in MS Office is expected.

Responsibilities

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

Skills

Communication

Customer service

Database systems

Typing & proofreading

Organization

MS Office

Teamwork

Problem solving

Tools

ProLaw

MS Office

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, fully remote position eligible for benefits. The ideal candidate will be based in the Hawaii (HST) and work an approximate daily schedule of 8:00 AM to 5:00 PM HST (2:00 PM to 11:00 PM ET), with a one-hour unpaid lunch break.

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 Employer and believes in strength in diversity. Applicant must be authorized to work in the United States of America.

Mullen Coughlin is proud to be an equal opportunity employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status.