Administrative Intake Specialist

DiPasquale Moore•Kansas City, MO

About The Position

We are seeking a detail-oriented and organized Administrative Intake Specialist to join our team. This role plays a critical part in supporting the intake process by ensuring case accuracy, proper documentation, timely communication, and efficient assignment of cases to attorneys and investigators. The Administrative Intake Specialist will also assist with referrals, client communications, and various administrative projects to ensure a smooth workflow within the department.

Requirements

Strong attention to detail and accuracy in handling case-related documentation.
Excellent written and verbal communication skills.
Highly organized with the ability to prioritize multiple tasks.
Proficiency with email, Outlook calendar management, and case management software.
Ability to work collaboratively with attorneys, investigators, and intake specialists.

Nice To Haves

An organized, reliable team player who thrives in a fast-paced environment and ensures accuracy in every step of the intake process.
The ideal candidate is proactive, detail-driven, and committed to supporting both clients and internal teams with professionalism.

Responsibilities

Verify accuracy of case information, including confirming correct Representation Agreements and correcting errors when necessary.
Send assignment emails to ensure cases are distributed to attorneys in a timely manner.
Escalate cases involving catastrophic injuries to the appropriate attorney for assignment.
Monitor incoming emails, ensure they are addressed, and notify Intake Specialists if follow-up calls are needed.
Review referrals in Lexamica, generate new client emails, and ensure intake teams follow up with prospective clients.
Provide ongoing updates in Lexamica to keep referral partners informed of case status.
Distribute completed referrals from Intake to appropriate contacts.
Update Representation Agreements as needed.
Assign cases and provide support by making calls if Intake requires assistance.
Manage attorney task requests by scheduling them on investigators’ Outlook calendars and notifying investigators directly.
Prepare and mail letters to potential clients.
Send Representation Agreements to partner firms for Nursing Home and MT cases when necessary.
Assist with special projects or provide additional support when the Intake team requires help.