V104- Estate Planning Front Office Assistant

Job Duck

13d • Remote

About The Position

For ambitious, culturally diverse, curious minds seeking booming careers, Job Duck unlocks and nurtures your potential. We connect you with rewarding, remote job opportunities with US-based employers who recognize and appreciate your skills, allowing you to not just survive but thrive. As a lifestyle company, we ensure that everybody working here has a fantastic time, which is why we’ve earned the Great Place to Work Certification every year since 2022! Job Description: Job Duck is seeking a detail‑oriented Estate Planning Intake Specialist to support a well‑established estate planning practice serving high‑end trusts and estates. In this role, you will act as the first point of contact for prospective and existing clients, managing initial inquiries and guiding them through the intake process with professionalism and care. You will collect accurate client information, schedule consultations, and ensure a seamless handoff to internal legal and administrative teams. This position plays a key role in maintaining organized and up‑to‑date records within the CRM while following up with prospective clients to support engagement and conversion. A successful Intake Specialist delivers a polished, client‑focused experience while handling sensitive and confidential information with discretion.

Requirements

• Additional Job Description:
• Work Schedule: Monday to Friday, 8:30 AM to 5:30 PM EST
• Location: Remote, aligned with Washington EST time zone
• Practice Area: Estate Planning, Trusts, and Probate
• Equipment: Reliable computer, high‑speed internet, and professional remote work setup
• Required Software and Tools:
• CRM: Lawmatics
• VOIP: DialPad
• Microsoft Excel
• Required Skills:
• Strong attention to detail
• High level of reliability and accountability
• Experience handling confidential information
• Excellent written and verbal communication skills
• Tech‑savvy with the ability to learn new systems quickly
• Proficiency in Microsoft Excel and data entry
• Time management and organizational skills
• Experience with financial assets documentation
• Ability to work independently in a remote environment
• Customer Service
• Active Listening
• Data Entry
• Telephone Customer Service
• Time Management

Responsibilities

• Collaborate with attorneys and staff to ensure smooth client handoff and follow-through.
• Assist clients with accessing consultations and answer questions related to the intake process.
• Prepare and send intake-related documents such as agreements, questionnaires, or follow-up letters.
• Handle confidential information in compliance with company policies and applicable laws.
• Maintain accurate client data in CRM and intake systems, including notes, documents, and communication history.
• Follow up with potential clients who have not booked, paid, or retained services to encourage conversion.
• Conduct initial client intakes using standardized templates or scripts to gather essential case information.
• Schedule and confirm appointments using calendaring tools, ensuring all necessary information and documentation is prepared.
• Manage and respond to leads through phone, email, chat, and CRM platforms, following established drip schedules.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed