Intake Specialist

Forrest Solutions LLC; Washington (District of Columbia); On-site; USD 34,000 - 39,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off (PTO)

Job summary

Opensity Solutions is seeking an Intake Specialist to be the first point of contact for prospective clients, gathering information to support routing and onboarding. You will coordinate with attorneys and internal teams to relay intake details and maintain accurate client records throughout the engagement.

The role emphasizes professional communication, data accuracy, and an empathetic approach, with a typical Monday–Friday schedule and non-exempt status, reporting to the Client Relations

Qualifications

• High school diploma or equivalent required; college degree preferred.
• Minimum of 1 year of experience in client service, intake coordination, or a related role.
• Proficiency in Microsoft Office Suite; CRM or intake platforms experience preferred.
• Ability to accurately enter, manage, and retrieve client data in electronic systems.
• Shift: Monday-Friday; 10:00am-7:00pm.

Responsibilities

• Professionally receive and respond to inbound calls, emails, and walk-in inquiries from prospective clients.
• Conduct detailed intake interviews to collect relevant information regarding client matters.
• Record client information accurately in internal systems.
• Coordinate with attorneys, case managers, and internal teams to relay intake details.
• Assist with scheduling, file preparation, and client onboarding support.
• Maintain confidentiality and deliver empathetic client service.

Skills

Client service

Communication

Detail orientation

Analytical thinking

Organization

Discretion / Confidentiality

Interpersonal skills

Time management

Adaptability

Team player

Education

High school diploma

Bachelor's degree preferred

Tools

Microsoft Office

CRM systems

Intake platforms

Client databases

Job description

About Us:

Opensity Solutions is the largest tech‑enabled managed services organization serving leading law firms, financial institutions and professional services firms. At Opensity, we provide integrated operational platforms, automation and advisory services that enable clients to modernize operating models, reduce cost and accelerate growth. Our capabilities include IT and technology solutions, document processing and administrative support, marketing and communications, billing and AP/AR services, records and information governance, workflow automation, consulting and hospitality and facilities services. Our Mission: Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.

Job Description:

The Intake Specialist at Opensity Solutions serves as the first point of contact for prospective clients, responsible for evaluating inquiries, conducting intake interviews, and gathering detailed case information to support appropriate routing and assessment. This role ensures accurate data collection, professional client communication, and effective coordination with internal teams to support case evaluation and onboarding processes. The Intake Specialist plays a critical role in shaping the client experience and is classified as non-exempt, reporting to the Client Relations Manager or Client Relations Director.

ROLES & RESPONSIBILITIES:

• Professionally receive and respond to inbound calls, emails, and walk‑in inquiries from prospective clients.
• Conduct detailed intake interviews to collect relevant information regarding client legal matters or service needs.
• Create a positive and professional first impression for all prospective clients during initial contact.
• Accurately record client information, including personal details, case descriptions, and supporting documentation.
• Evaluate and analyze intake information to determine alignment with organizational service offerings or practice areas.
• Identify urgent or high-priority cases and elevate them to appropriate internal personnel or departments.
• Communicate clearly and empathetically with clients regarding services, processes, and next steps.
• Provide information on services, procedures, and general expectations to ensure client understanding and transparency.
• Maintain and update client records within internal databases to ensure accuracy, completeness, and confidentiality.
• Retrieve and manage client data efficiently to support case review and operational needs.
• Collaborate with attorneys, case managers, and internal teams to relay relevant intake information and support case progression.
• Assist with administrative tasks including appointment scheduling, file preparation, and client onboarding support.
• Participate in training programs and professional development initiatives to enhance intake and client service capabilities.

KNOWLEDGE, SKILLS & ATTRIBUTES:

• Strong client service orientation with a commitment to delivering a positive and professional client experience.
• Excellent verbal and written communication skills with the ability to gather sensitive information tactfully and clearly.
• Strong attention to detail and accuracy in data entry, documentation, and case evaluation.
• Ability to analyze information and make sound judgments regarding case alignment and escalation needs.
• Strong organizational skills with the ability to manage multiple inquiries in a fast-paced environment.
• Ability to maintain confidentiality and handle sensitive client information with discretion.
• Proficiency with Microsoft Office applications and client database or CRM systems.
• Strong interpersonal skills with the ability to build rapport and maintain professional client interactions.
• Ability to prioritize tasks, manage time effectively, and meet deadlines under pressure.
• Adaptability and flexibility in managing changing priorities and high-volume intake environments.
• Team-oriented mindset with the ability to collaborate effectively with internal stakeholders.
• Professional demeanor with a calm, empathetic, and solution-oriented approach.

Shift:

Monday-Friday Hours: 10:00am-7:00pm

QUALIFICATIONS:

Education: High school diploma or equivalent required; college degree preferred.

Experience: Minimum of 1 year of experience in client service, intake coordination, administrative support, or a related role required.

Technical Skills: Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and related applications. Experience with CRM systems, intake platforms, or client management databases preferred. Ability to accurately enter, manage, and retrieve client data in electronic systems.

The Compensation range for this role is 25.00 to 28.00 USD per hour. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.

Benefits:

• Medical insurance
• Dental insurance
• Vision insurance
• 401(k) retirement plan
• Paid Time Off (PTO)

Opensity is committed to fostering an inclusive, equitable, and accessible workplace.

We believe diverse perspectives strengthen our teams and the work we do for our clients.

Opensity provides equal employment opportunities to all applicants and employees and does not discriminate on the basis of race, colour, religion or creed, sex, sexual orientation, gender identity or expression, age, national or ethnic origin, ancestry, citizenship, disability, family status, marital status, source of income, record of offences, or any other characteristic protected under applicable federal or provincial human rights legislation.

We are committed to fair and barrier free recruitment, selection, and employment practices, and to providing reasonable accommodation throughout the hiring process and employment lifecycle, in accordance with applicable human rights legislation.

Candidates who require accommodation during any stage of the recruitment process are encouraged to advise our Talent team so appropriate support can be provided.

Respect We believe in treating everyone with dignity, kindness, and empathy. We foster an inclusive culture where diverse perspectives are valued, and mutual respect is the cornerstone of our interactions.

Accountability We take ownership of our actions and decisions, acknowledging their impact on our team, the organization, and our clients. We strive for transparency and follow through on our commitments, fostering trust and reliability within our community.

Collaboration We understand that working together yields the best results and that our parts are better together. We actively promote teamwork, open communication, and the sharing of ideas. By embracing diverse talents and perspectives, we create a supportive and innovative environment that encourages collective growth and empowerment.

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