Onboarding and Intake Specialist

The Law Office of Barry E. Janay, P.C.; Livingston (NJ); Hybrid; USD 50,000 - 70,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Health insurance

Paid time off

Work from home

Hybrid in Livingston

Job summary

The Law Office of Barry E. Janay, P.C. in Livingston, NJ seeks an Onboarding and Intake Specialist to be the first point of contact with prospective clients and turn conversations into engagements.

You will own the intake pipeline from initial call to signed engagement letter and retainer, coordinating with the responsible attorney. This hybrid role requires 2+ years in legal intake or consultative sales, proficiency with a CRM like Clio Grow, and strong communication.

Qualifications

• 2+ years in a law firm intake or consultative sales role.
• Comfortable requesting retainers and handling objections.
• Familiar with CRM-driven pipelines and keeping records up to date.

Responsibilities

• Conduct and schedule initial consultations across practice areas.
• Convert consultations into signed engagements with letters and retainer.
• Follow up on leads until sign or close.
• Maintain CRM visibility for leadership.
• Coordinate with remote call-handling team on lead quality and hand-offs.
• Track weekly metrics on leads, consults, and engaged matters.
• Identify gaps and help design onboarding processes.

Skills

Intake experience

CRM proficiency

Organizational skills

Effective communication

Tools

Clio Grow

Legal CRM

Job description

The Law Office of Barry E. Janay, P.C. (LOBEJ) is hiring an Onboarding and Intake Specialist. You are the first real conversation a prospective client has with the firm, and your job is to turn that conversation into a signed engagement. You will own the pipeline after an initial call-screener handles the prospective new client up to getting a signed engagement letter and retainer paid and transitioning the matter over to the responsible attorney. This is a conversion role with a quota.

What you'll do:

Conduct and schedule initial consultations with prospective clients across the firm's practice areas (estates and trusts, probate, business, employment, civil litigation, bankruptcy, immigration)

Convert consultations into signed engagements: prepare and send engagement letters, collect retainers, and get new matters opened and handed to the assigned attorney

Follow up persistently and professionally on every open lead until it signs or closes out

Keep the CRM current and accurate so the pipeline is visible to leadership at all times

Coordinate daily with the remote call-handling team on lead quality, hand-offs, and callbacks

Track and report weekly on leads, consults set, consults held, and engagements signed

Flag process gaps and propose fixes; you will help design how onboarding works here, not just run it

What we're looking for:

Required

2+ years in a law firm intake, client-development, or consultative sales role where you were measured on conversion

Comfortable asking for the retainer and handling objections without being pushy

Fluent with a CRM-driven pipeline (Clio Grow or a comparable legal CRM); you keep records current without being reminded

Organized, responsive, and unflappable on the phone and in person

Able to work on site in Livingston, NJ, Monday through Friday

Preferred

Experience at a personal injury, bankruptcy, or immigration firm, where intake runs as a tracked sales function

Spanish fluency

Familiarity with engagement letters, retainer agreements, and conflict checks

Experience coordinating with remote or outsourced call-handling staff

Compensation, location, and schedule

Base salary plus a performance-based component tied to signed engagements; the better you convert, the more you earn

Hybrid role with some in person at 354 Eisenhower Parkway, Suite 1250, Livingston, NJ 07039

Standard business hours, Monday through Friday; occasional flexibility for consults that fall outside those hours

Benefits and specific compensation figures discussed at the offer stage

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off
• Work from home
• Work Location: Hybrid remote in Livingston, NJ 07039

LOBEJ is a boutique, multi-practice firm licensed in New Jersey and New York with more than 20 years of practice in trusts and estates, business law, litigation, bankruptcy, and immigration, plus a distinctive niche in digital asset and AI legacy planning. The firm is growing, invests heavily in technology, and gives people who perform real room to shape how things run.