Legal Intake Specialist

Legal Intake Specialist

Industry: Legal Services – Personal Injury Law

Location: Remote – Colombia

Schedule: Monday–Friday, 9:00 AM–5:00 PM EST

Start Date: ASAP

Position Overview

We are seeking a detail-oriented and empathetic Legal Intake Specialist to support a U.S.-based law firm. This position is primarily administrative and client-facing, involving direct communication with clients to collect personal information, request documentation, organize case files, and assist with lien-related communications and negotiations.

The ideal candidate must be comfortable making outbound calls, gathering sensitive information, following up on missing documents, and communicating with clients who may be upset, frustrated, or dealing with difficult personal circumstances.

This role requires a combination of strong administrative skills, excellent communication, emotional intelligence, and attention to detail.

Key Responsibilities

• Make outbound calls to clients to collect and verify personal information.
• Request sensitive information and documentation, including Social Security numbers, identification documents, and other required records, using firm-approved secure procedures.
• Follow up with clients to obtain missing information and documentation.
• Organize, update, and maintain electronic client files and case records.
• Ensure all client information and documentation are accurately recorded.
• Communicate with clients regarding outstanding documents and administrative requirements.
• Assist with lien-related communications, follow-ups, and negotiations according to established firm procedures.
• Contact relevant parties regarding lien balances and documentation.
• Maintain accurate records of calls, communications, and case updates.
• Coordinate with attorneys and other legal staff to ensure files are complete and up to date.
• Handle confidential client information with discretion and professionalism.

Requirements

• Previous experience in an administrative, customer service, or client support position.
• Previous experience in a law firm, preferably Personal Injury (PI), is strongly preferred.
• Strong verbal and written English communication skills.
• Experience making outbound calls and conducting client follow-ups.
• Excellent organizational and document management skills.
• Strong attention to detail and accuracy when handling sensitive information.
• Ability to communicate professionally with upset, frustrated, or emotional clients.
• Strong problem-solving and negotiation skills.
• Ability to multitask and manage multiple client files simultaneously.
• Comfortable using CRM systems, spreadsheets, and document management platforms.

Preferred Qualifications:

• Experience with legal intake or case management.
• Familiarity with medical records, insurance claims, medical liens, or settlement processes.
• Experience communicating with medical providers, insurance companies, or lienholders.

Ideal Candidate

A proactive, empathetic, and highly organized professional who can handle sensitive client interactions without taking difficult conversations personally.

The candidate should be confident making calls, persistent with follow-ups, comfortable requesting confidential information, and capable of keeping multiple case files organized and updated.