Intake Operations Manager | Personal Injury

Job Description

The Intake Manager is responsible for leading developing and managing a high-performing Intake Department that delivers exceptional client service maximizes qualified case sign-ups and ensures operational excellence. This role oversees Intake Case Managers and support staff drives departmental KPIs improves client retention manages escalated client concerns and implements processes that enhance productivity and quality.

The ideal candidate has significant plaintiff personal injury law firm experience proven success managing high-volume intake teams strong leadership skills and a track record of achieving measurable performance results.

Key Responsibilities

Leadership & Team Management

• Lead mentor and develop Intake Case Managers and support staff.
• Conduct regular coaching sessions performance reviews and accountability meetings.
• Establish individual and team goals aligned with departmental objectives.
• Develop future leaders through ongoing coaching and training initiatives.
• Promote a culture of accountability collaboration and excellence.

Intake Operations

• Oversee all intake operations from initial contact through case assignment.
• Ensure consistent application of intake procedures and qualification standards.
• Develop and implement best practices for client onboarding and case screening.
• Partner with attorneys and operational leaders to improve intake performance.

Client Experience & Retention

• Ensure exceptional client service and responsiveness.
• Act as the primary escalation point for complex client concerns.
• Contact clients considering termination of services and work to preserve client relationships.
• Conduct exit interviews and identify opportunities for service improvement.
• Respond to escalations originating from leadership social media email complaints and client concerns.

Performance Management & KPIs

• Develop and monitor department KPIs including:
  • Sign-up conversion rates
  • Call response times
  • Client satisfaction scores
  • Client retention rates
  • Productivity metrics
  • Quality assurance results
• Analyze performance trends and implement improvement strategies.
• Create action plans to address underperformance and drive results.

Quality Control & Compliance

• Develop quality assurance standards and audit processes.
• Monitor compliance with firm policies and legal requirements.
• Conduct file reviews and quality audits.
• Ensure accurate documentation and record management practices.

Reporting & Process Improvement

• Prepare and present weekly and monthly performance reports.
• Analyze operational data to identify trends and opportunities.
• Recommend and implement workflow improvements and technology solutions.
• Partner with leadership to establish strategic goals and departmental initiatives.

What Success Looks Like

• Consistently achieving or exceeding department KPIs.
• Increased client retention and satisfaction.
• Improved intake conversion rates.
• Reduced response and follow-up times.
• Strong team engagement accountability and performance.
• Scalable processes that support firm growth.

Qualifications :

• 5 years of intake management experience
• 3 years managing 10 employees
• Personal injury law firm experience
• Bilingual English/Spanish
• High-volume intake environment
• KPI ownership and reporting
• Client retention/escalation experience
• Hiring coaching and performance management
• Managed 20 intake staff
• Managed team leads/supervisors
• Experience with Litify or Salesforce
• Proven improvements in:
  • Sign-up rates
  • Client satisfaction
  • Retention rates
  • Productivity metrics
• Experience reporting directly to firm leadership

Required Work Location

• This is a full-time on-site position based in our Miami Lakes Florida office.
• Candidates must be able to work in the office five (5) days per week Monday through Friday.
• Remote hybrid or flexible work arrangements are not available for this role.
• Applicants must reside within a reasonable commuting distance of Miami Lakes FL or be willing to relocate prior to their start date.

Disclaimer

• This position performs settlement and negotiation-related activities under attorney supervision and does not provide legal advice or perform duties requiring a licensed attorney.

Additional Information :

Additional Information

Eligible employees enjoy a competitive benefits package including:

• Medical Dental & Vision Insurance
• Company-paid Life Insurance
• Short-Term Disability
• Long-Term Disability
• Supplemental Insurance Options
• 401(k) with Company Match
• Paid Time Off
• Employee Assistance Program (EAP)

Join Our Team

At The Ward Law Group every role contributes to changing lives.

If youre looking for an opportunity to grow your litigation career maximize client recoveries and work alongside a high-performing legal team wed love to hear from you.

Apply today and become part of a team committed to excellence accountability and changing livesone client at a time.

The Ward Law Group is not accepting unsolicited assistance from search firms for this employment opportunity. All resumes submitted by search firms to any employee at The Ward Law Group via-email the Internet or in any form and/or method without a valid written Statement of Work in place for this position from The Ward Law Group HR/Recruitment will be deemed the sole property of The Ward Law Group. No fee will be paid in the event the candidate is hired by The Ward Law Group as a result of the referral or through other means.

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Remote Work :

No

Employment Type :

Full-time