Lead In-Take Coordinator

Zimmer & Rens LLC; La Crosse (WI); On-site; USD 32,000 - 37,000; Full time

Job summary

Zimmer & Rens LLC is seeking a Lead Intake Specialist to own the first experience for every client. You’ll respond to inquiries by phone and email, gather essential information, and route leads to the right attorney and paralegal team in a fast, organized manner.

You will work with a paperless system, maintain accurate records in CRM, and help refine intake processes as the firm grows in Wisconsin. Prior intake or front-desk experience is preferred.

Qualifications

• 1+ years in client intake, reception, customer service, or sales.
• Warm, professional phone manner and clear writing.
• Organizational skills; manage many leads and keep records.
• Respect for confidential information; no legal advice given.
• Comfort with CRM and paperless workflows; Smokeball a plus.

Responsibilities

• Respond quickly and professionally to new inquiries by phone and email.
• Gather key information using intake questions to match with the right attorney.
• Enter and track leads in CRM; run conflict checks and monitor status.
• Assign leads to attorneys and paralegals with clear summaries.
• Schedule consultations and follow up with non-responsive prospects.
• Explain consultations, fees, and retainers clearly.
• Spot urgent matters and escalate as needed.
• Help refine intake workflows, templates, and automations.

Skills

Warm communication

Written communication

Organization

Discretion

Tech literacy

Education

HS diploma

Tools

CRM

Smokeball

Practice-management software

Job description

Salary: $32,000 - $37,000 based on experience plus metric based bonuses

Job Description

Are you the kind of person who loves being the first friendly voice someone hears when they need help? Do you thrive on organization, fast follow-up, and keeping things moving?

Zimmer & Rens LLC is growing. With offices in Brookfield and La Crosse, we provide transactional and litigation services throughout Wisconsin in real estate, probate, estate planning, business, construction, and family law. We use modern legal technology to run an efficient, collaborative practice. We’re looking for a Lead Intake Specialist to own the first step of every client’s experience with our firm.

What You Will Do

• Respond quickly and professionally to new inquiries by phone and email, including referrals from various lead generation services, our website, and other referral sources.
• Gather key information from prospective clients using our standardized intake questions, so we can match each person with the right attorney.
• Enter and track leads in CRM, run conflict checks, and keep each lead’s status current from first contact to consultation.
• Assign qualified leads to the right attorney and paralegal team, with a clear, concise summary of each matter.
• Schedule consultations and follow up with prospects who haven’t responded.
• Explain our process for consultations, fees, and retainers clearly and consistently.
• Spot urgent matters, such as court deadlines or safety concerns, and escalated them right away.
• Help refine our intake workflows, templates, and automations as we grow.

Position Requirements

• Experience: 1+ years in client intake, reception, customer service, or sales. Law firm experience is a plus but not required. HS diploma
• Communication: Warm, professional phone manner and strong, clear writing skills.
• Organization: Able to manage many leads at once, follow up consistently, and keep accurate records.
• Judgment and confidentiality: Handles sensitive personal information with discretion. Understands that intake staff do not give legal advice. We’ll train you on where that line is.
• Tech literacy: Comfortable in a paperless environment with email, CRM, or practice-management software. Smokeball experience is a plus.

Why Zimmer & Rens LLC?

We pride ourselves on an engaging environment built on teamwork, growth, and genuineness. Our intake team is the front door of the firm. You’ll make a real difference for people during stressful moments in their lives, while working with attorneys and staff who value your role.

As a growing firm, we’re committed to operational excellence. We keep building and refining standardized procedures and software integrations so we can respond to every prospective client quickly and consistently. That lets our attorneys focus on practicing law and gives clients a clear, transparent experience from the very first contact.