Case Intake Specialist and Project Manager Support

Ignite HR Solutions and our Clients

5d•$19 - $21•Remote

About The Position

The Case Intake Specialist and Project Manager Support role is primarily responsible for managing lead intake and initial case coordination, with additional duties supporting the Project Coordinator during peak workloads, team member absences, and after-hours needs. This position serves as the first point of contact for new business inquiries, ensuring prompt and professional responses while maintaining organized lead tracking and case setup processes. The ideal candidate thrives in a dynamic environment, demonstrates strong organizational skills, and can work efficiently with minimal supervision. This full-time position requires evening and weekend hours (Pacific Time) to provide coverage during non-traditional business hours and staff vacations or absences.

Requirements

High school diploma or equivalent required
1 Year administrative or customer service experience required
Basic understanding of Customer Resource Management (CRM) and project management principles
Excellent written and verbal communication skills
Ability to work independently with minimal supervision
Strong organizational skills and attention to detail
Strong proofreading and editing skills
Proficiency in Microsoft Office suite
Proficiency with Adobe Acrobat Pro and QuickBooks
Attention to detail in document formatting and financial calculations
Ability and willingness to learn new software quickly (FileVine, Lead Docket, etc.)
Ability to maintain confidentiality when handling sensitive information
Availability to work afternoons/evenings and weekends
Home office with a dedicated, quiet and distraction-free working space
Access to high-speed internet connection in work environment
Ability to maintain a professional appearance and environment during video conferences
Availability to increase hours on short notice when needed for coverage
Must be able to sit at a computer for long periods of time.
Ability to effectively communicate with co-workers and clients
Must be able to see details on a computer screen and read printed materials

Nice To Haves

Experience with preparing estimates and invoices preferred

Responsibilities

Respond to initial client inquiries during evening/weekend hours
Follow-up on new leads in Lead Docket, our CRM/lead generation software, and manage documentation
Maintain and update contact databases of law firms and legal organizations
Process and organize lead information according to established protocols
Create and send initial estimates for case services
Prepare intake invoices and retainers for new cases
Manage pending cases in FileVine, including processing and organizing discovery documents using company-specific procedures and tools
Monitor project timelines and update task lists for active cases
Prepare invoices for completed work on existing cases
Book travel arrangements for expert testimony, including flights, hotels, and ground transportation
Support the Project Coordinator with maintaining comprehensive project documentation and coverage during staff absences or high-volume periods
Finalize all expert reports by checking for grammatical errors and proper punctuation
Ensure citations are formatted properly according to company standards
Add company logo, header, footer, and expert signature to documents
Convert finalized documents to Adobe PDF format
Ensure all reports meet company quality standards before submission
Monitor and respond to communications during evening/weekend hours
Serve as backup for team members during absences or high-volume periods
Perform other tasks as assigned by senior staff and management