Intake Specialist

Jobtailor; Virginia (MN); Hybrid; USD 42,000 - 60,000; Full time

Job summary

Jobtailor is seeking a proactive Intake Specialist to manage client inquiries, schedule consultations, and maintain accurate CRM records. You will support attorneys and intake teams, ensuring timely follow-ups and high-quality client service.

The role requires strong communication, attention to detail, and the ability to thrive in a fast-paced, hybrid work environment with both remote and in-person collaboration.

Qualifications

• 2-5 years of experience in sales, customer service, or a related field.

Responsibilities

• Monitor and respond to inquiries across email, chat, and web forms.

Skills

Client engagement

CRM proficiency

Typing 50 WPM

Excellent communication

Attention to detail

Empathy and professionalism

Organizational skills

Adaptability

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, 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 meetings and initial consultations for attorneys
• Follow up with potential clients by phone, email, or chat
• Track and log follow-up activities in the CRM
• Identify high-priority leads and escalat** e** them to attorneys or senior intake team members
• Participate in weekly intake meetings and continuous improvement efforts
• Collaborate with marketing, IT, and sales departments

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 handle multiple priorities and meet tight deadlines
• Ability to collaborate effectively within a supportive, professional work culture
• Adaptability and flexibility in remote and in-person settings
• Proficiency in CRM systems and technology used in remote client management

Core Competencies

Demonstrates strong client engagement and follow-up capabilities, with proficiency in CRM systems and a client-focused mindset. Excels in communication, organization, and adaptability in both remote and in-person settings.

Highest-signal resume keywords

• Client Engagement
• CRM Proficiency
• Excellent Communication Skills
• Organizational Skills
• Legal Intake Experience

Hard Skills

• CRM Systems
• Typing Speed 50 WPM
• Client Record Management
• Transaction Processing
• Conflict Checks

Soft Skills

• Attention to Detail
• Empathy
• Professionalism
• Adaptability
• Collaboration

Industry Keywords

• Client Service
• Legal Intake
• Sales
• Customer Service

Tools & Technologies

• Apple Products