Intake Specialist Job Description
At Washington Auto Law, we are dedicated to making a difference. Our mission is to provide exceptional service to our clients, ensuring they receive the justice and support they deserve. Every team member plays a vital role in achieving this mission by fostering a client-focused, efficient, and collaborative environment.
Our rapidly growing law practice seeks a full-time legal intake specialist to join our team. You’ll survey prospective clients, empathize with them about the details of their cases, manage new client onboarding and data entry, and help our lawyers book and manage their appointments. We’ll provide the training and resources to help you flourish in your role on a tight-knit, supportive, and passionate legal team. If you have prior customer service experience, excellent communication and lead management skills, and a passion for helping others, apply today!
Job Title: Law Firm Intake Specialist
Location: Washington Auto Law | Fully Remote Position
Reports To: Intake Manager
Summary:
The Legal Intake Specialist plays a crucial role in the Intake Department, managing the entire lead process from initial contact to client sign-up for all incoming prospective clients with new case inquiries. This position is an excellent opportunity for a highly driven and enthusiastic candidate who shares our vision, passion, and dedication to serving all potential new clients quickly, efficiently, and professionally.
Duties/Responsibilities:
Answer all incoming potential client (PNC) calls as soon as possible, actively guide them through the intake process with the goal of signing qualified cases, ensuring every viable accident victim becomes a client of Washington Auto Law, and accurately enter details into the lead management system.
Gather details regarding facts, injuries/damages, liability, and insurance coverage to determine the veracity of potential cases.
Communicate with clients via phone, text, email, video conference, and in-person meetings to gather and follow up on case information and evidence.
Communicate with attorneys about whether to accept a PNC's case promptly and record the source/origination of all calls received.
Perform case-related administrative duties, such as organizing case files, scanning, filing, mailings, and managing a multi-line phone system.
Process new client onboarding, establish client files through data entry and paperwork collection, and open all new cases promptly and accurately in case management software. Prepare accurate and error-free documents promptly and ensure all client interactions reflect the high standards and core values of Washington Auto Law.
Build professional relationships with providers, clients, and teammates, maintaining professionalism and composure when interacting with all employees.
Set appointments for potential clients that meet our criteria to keep our lawyers’ schedules organized and grow our caseload.
Collaborate with marketing on outbound sales tactics and partnerships with other law firms to help bring in new cases.
Evaluate prospective client inquiries and phone calls, analyze their case fit, and ensure they feel seen and heard.
Assist in training new team members as required and participate in continuous improvement initiatives to enhance the intake process.
Maintain thorough and accurate records in compliance with company policies and legal regulations, handling every matter confidentially.
Required Skills/Abilities:
Bilingual English/Spanish required; must be able to conduct full intake conversations fluently in both languages.
Exhibit a passion for helping the customers we serve.
Previous experience in customer service or sales preferred.
Personal injury experience is a plus, but not required; we train the right candidate.
Strong computer skills, including proficiency with Microsoft Office products (Excel/Word/PowerPoint) and internet usage.
Excellent customer service, communication, and organizational skills.
Ability to prioritize workload and multitask in a fast-paced environment while maintaining attention to detail.
Strong problem-solving skills and the ability to think critically.
Ability to work independently and as part of a team.
High level of empathy and understanding when dealing with clients in distress.
Commitment to maintaining confidentiality and professional ethics.
Adapt quickly to changing priorities and demands, maintaining a high level of productivity and accuracy.
Foster a positive and collaborative work environment, contributing to the overall success of the team.
Background in the legal or insurance industry preferred.
Experience with LeadDocket, VineSign, and Filevine is a plus.
Comprehensive training provided on Washington State personal injury law basics, Lead Docket CRM, Zoom phone system, and firm intake procedures.
Qualifications:
High school diploma or equivalent required; Associate or Bachelor’s degree preferred.
Minimum of 1-2 years of experience in a related field (insurance or legal industry is a plus).
Familiarity with managing client relationship software and lead management systems is a plus.
Working Conditions:
This position may require sitting for long periods and working at a computer.
This position requires processing a high volume of daily.
Requires dedicated high-speed internet connection (minimum 25 Mbps).
Physical Requirements:
Ability to perform repetitive tasks such as typing and phone use.
Must be able to lift to 15 pounds at times.
How to Apply: Interested candidates should submit their resume and a cover letter detailing their relevant experience and explaining why they are a good fit for this role to https://washingtonautolaw.bamboohr.com/careers/23.