Intake SpecialistOffice Administrator Law Firm

Client Intake & Case Lifecycle Management

• Serve as the primary point of contact for prospective clients; answer incoming calls conduct initial screenings gather critical case facts and log data accurately into our case management system.
• Guide individuals through an organized intake process while demonstrating high empathy patience and professionalism as many clients are dealing with highly stressful legal situations.
• Manage the end-of-case workflow ensuring all files are organized final billing/disbursements are coordinated physical and digital records are properly archived and formal closing letters are sent.
• Assist attorneys with scheduling and setting up mediations depositions and client meetings.

Office Operations & Support

• Frequently travel outside the office to handle critical administrative errands including taking physical paperwork to the local tax office courthouse post office or delivering documents.
• Take ownership of daily office upkeep to maintain a professional environment. This includes taking out the trash/recycling maintaining the breakroom tracking office supplies and ensuring conference rooms are tidy for clients.
• Sort and distribute mail scan/index documents and assist legal staff with miscellaneous projects as needed.

• Education: High School Diploma or GED equivalent required.
• Minimum of 12 years of experience in a phone-based customer-facing role (e.g. retail hospitality call center front desk or medical scheduling). Prior legal experience is a plus but not required.
• Exceptional verbal communication skills with the ability to listen actively remain calm under pressure and speak tactfully with emotional or stressed individuals.
• Must possess a valid Texas Drivers License a reliable personal vehicle and clean driving record to execute daily out-of-office errands.
• Ability to lift up to 25 lbs and comfortably handle light physical labor around the office.
• Proficiency with basic office technology (Microsoft Office email multi-line phone systems) and an ability to quickly learn case management software.