Intake Specialist

Jobtailor; Washington; On-site; USD 42,000 - 66,000; Full time

Job summary

Jobtailor in the United States (Washington) is seeking an Intake Specialist to manage inquiries, qualify leads, and guide clients through the firm's intake process. You will respond across email, chat, and phone, set expectations, and support attorneys with scheduling and conflict checks.

The role emphasizes client engagement, accurate CRM data, and teamwork with marketing, IT, and sales to ensure smooth experiences. A 2–5 year track record in client service and CRM proficiency are preferred.

Qualifications

• 2–5 years of experience in sales, customer service, or related field.
• Experience in legal intake or client service 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, demonstrating empathy and professionalism.
• Strong organizational skills and ability to prioritize multiple tasks in a fast-paced environment.
• Client-focused mindset delivering exceptional service and fostering client relationships.
• Excellent written and verbal communication skills.
• Ability to collaborate within a professional, supportive work culture.
• Adaptability and flexibility in remote and in-person settings when required.
• Proficiency in CRM systems and technology used in remote client management.

Responsibilities

• Monitor and respond promptly 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.
• Coordinate with clients and firm calendars.
• Follow up with potential clients by phone, email, or chat.
• Track and log follow-up activities in the CRM.
• Identify high-priority leads and elevate them to attorneys or senior intake team members.
• Participate in weekly intake meetings and continuous improvement efforts.
• Collaborate with marketing, IT, and sales to ensure smooth client experiences.

Skills

Client Engagement

CRM Proficiency

Excellent Communication Skills

Organizational Skills

Legal Intake Experience

Tools

Apple Products

CRM Systems

Job description

• Monitor and respond promptly 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
• Coordinate with clients and firm calendars
• Follow up with potential clients by phone, email, or chat
• Track and log follow-up activities in the CRM
• Identify high-priority leads and elevate them to attorneys or senior intake team members
• Participate in weekly intake meetings and continuous improvement efforts
• 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, with a 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, demonstrating empathy and professionalism
• Strong organizational skills and ability to prioritize multiple competing tasks in a fast-paced environment
• Client-focused mindset dedicated to delivering exceptional service and fostering positive client relationships
• Excellent written and verbal communication skills
• Ability to collaborate effectively within a supportive, professional work culture
• Adaptability and flexibility in remote and in-person settings when required
• Proficiency in CRM systems and technology used in remote client management

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 in client interactions.

Highest-signal resume keywords

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

Hard Skills

• Typing Speed 50 WPM
• Client Record Management
• Transaction Processing
• Conflict Checks
• Fee Agreement Processing

Soft Skills

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

Industry Keywords

• Client Service
• Legal Intake
• Sales
• Customer Service

Tools & Technologies

• Apple Products
• CRM Systems