V104 - Intake Specialist | Client Intake and Lead Management Specialist

Job Duck

1d•$1,150 - $1,220•Remote

About The Position

Job Duck is seeking a compassionate, detail-oriented Intake Specialist to support a legal practice by managing incoming inquiries, connecting with prospective clients, and ensuring leads are accurately documented and followed up on. The role serves as an important first point of contact, helping prospective clients feel heard and supported while gathering information for the legal team to evaluate their cases. The Intake Specialist manages intake communications by phone and email, maintains organized records in the CRM, and proactively follows up with leads to facilitate screening. The position calls for empathy, persistence, strong organization, and the ability to manage multiple priorities while following established procedures and guidance. The expected call volume is approximately 6 to 15 calls per day. The schedule is Monday through Friday, either 8:00 AM to 5:00 PM or 9:00 AM to 6:00 PM EST. Monthly compensation is USD 1,150 to USD 1,220. The role uses VXT, Microsoft Teams, Outlook, Calendly, Lead Docket, and VPN tools.

Requirements

Strong verbal and written communication skills in English.
Empathetic and compassionate approach when interacting with prospective clients.
High attention to detail and accuracy when documenting information.
Excellent organizational and time management skills.
Ability to manage multiple priorities and maintain consistent follow-up.
Familiarity with CRM systems and lead management processes.
Strong active listening and information-gathering skills.
Persistence and initiative when contacting and following up with potential clients.
Ability to learn new software, systems, and procedures quickly.
Ability to summarize intake conversations clearly and accurately.
Professional telephone etiquette and email communication skills.
Ability to follow instructions, accept feedback, and work effectively under supervision.
Commitment to maintaining confidentiality and handling sensitive information appropriately.
Familiarity with CRM systems and ability to learn new software and workflows efficiently.
Previous experience in client intake, customer service, administrative support, or a legal environment is preferred.
Professionalism, confidentiality, empathy, and accurate documentation in a legal services environment.
Availability to work Monday through Friday, either 8:00 AM to 5:00 PM or 9:00 AM to 6:00 PM EST.

Nice To Haves

Bilingual English and Spanish proficiency.
Previous experience in client intake, customer service, administrative support, or a legal environment.

Responsibilities

Prepare clear, accurate, and organized summaries of intake conversations.
Conduct intake calls to gather essential details about potential cases.
Contact prospective clients to obtain relevant information and assess their initial needs.
Manage incoming leads through phone calls and email communications.
Adapt to new workflows and incorporate feedback to improve efficiency and accuracy.
Monitor pending leads and follow up consistently to help prevent missed opportunities.
Obtain missing information from prospective clients and maintain engagement through follow-up.
Enter new leads and update existing records in Lead Docket.
Follow established procedures for handling client information and maintaining confidentiality.
Use VXT, Microsoft Teams, Outlook, Calendly, Lead Docket, and VPN tools to support daily operations.
Coordinate communications and relevant updates with the client as needed.
Ensure lead information is complete, accurate, and properly documented.
Organize and prioritize leads for the client’s review and screening process.