V104- Legal Intake and Payments Assistant
About The Position
Join Job Duck as a Legal Intake and Payments Assistant, serving as the first point of contact for prospective clients and helping provide a smooth, positive client experience. The role manages inbound inquiries, qualifies potential clients through initial screening conversations and questionnaires, coordinates appointments and live transfers with the sales representative, and supports prospective clients through onboarding. It also assists with preparing engagement documents, collecting electronic signatures, processing initial payments, and maintaining accurate client records. The position suits a friendly, proactive, and organized professional who is comfortable communicating by phone, managing multiple priorities, building relationships, and ensuring timely follow-through. The schedule is Monday through Friday, 9 AM to 6 PM PST. The role uses Dialpad, Microsoft 365, IRS Logics, LawPay, CRM systems, electronic signature platforms, and Google Workspace or similar productivity tools. Monthly compensation is USD 1,015 to USD 1,100.
Requirements
- Excellent spoken and written English and Spanish.
- Comfort handling a high volume of inbound and outbound calls.
- Strong verbal communication and active listening skills.
- Ability to qualify leads by asking relevant questions and gathering essential information.
- Experience coordinating appointments, managing calendars, and handling client follow-ups.
- Familiarity with CRM platforms, case management systems, and cloud-based phone systems.
- Comfort processing initial payments through online payment platforms.
- Strong organizational, multitasking, and time management abilities.
- High attention to detail when handling client information, payment details, and engagement documents.
- Ability to maintain confidentiality and handle sensitive client information responsibly.
- Ability to work independently while collaborating effectively with a remote team.
Nice To Haves
- Previous experience in client intake, reception, customer service, lead qualification, or administrative support.
- Experience working in a law firm, accounting firm, or tax services environment.
Responsibilities
- Process initial client payments through LawPay, including entering the required banking information into the payment platform.
- Follow up on outstanding engagement documents to ensure timely completion.
- Schedule appointments and coordinate calendars based on the sales team's availability.
- Identify qualified leads and coordinate live transfers or appointments with the sales representative.
- Qualify potential clients through initial screening conversations and short intake questionnaires.
- Communicate professionally, empathetically, and with a solution-oriented approach, particularly with prospective clients experiencing stressful tax-related situations.
- Collaborate with the sales representative and other team members to support a seamless transition from initial inquiry to client onboarding.
- Document client interactions, inquiries, and follow-up activities.
- Create and maintain accurate client records in IRS Logics and other internal systems.
- Prepare and send engagement agreements and other onboarding documents for electronic signature.
- Return missed calls and respond to voicemail messages in a timely manner.
- Follow up with prospective clients about inquiries, appointments, required documentation, and next steps.
- Monitor and respond to inquiries submitted through the company's website.
- Answer and manage inbound calls from prospective and existing clients through the company's phone system.
- Serve as the first point of contact for prospective clients, providing a welcoming and professional experience.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
