Job Title: Intake Coordinator
Position Type: Full Time (W-2)
Work Location: 2701 Sunset Ridge Dr, Ste 302, Rockwall, TX 75032
Work Hours: Monday-Friday, 8AM-5PM
TO APPLY, CLICK HERE TO SUBMIT YOUR RESUME: https://carrtaxlaw.com/resume-form/
Job Summary:
The Intake Coordinator at The Law Office of Jason Carr, PLLC serves as the first point of contact for potential clients seeking specialized legal services. This role combines traditional receptionist duties with client assessment responsibilities, acting as the gateway to our firm's specialized tax law, business law, and estate planning services. The Intake Coordinator plays a crucial role in strengthening the relationship between our team and clients through exceptional communication, organization, and understanding of our services. This position requires flexibility, critical thinking, and the ability to work independently while supporting the firm's business development initiatives.
This position offers the opportunity to make a meaningful difference in clients' lives by connecting them with the legal services they need while developing valuable skills in a professional law firm environment.
Responsibilities:
Client Intake and Assessment
Serve as the first point of contact for all inbound calls and office visitors
Conduct initial screening conversations to determine if potential clients are a good fit for our services
Gather and document essential information about potential clients' legal situation
Identify urgent legal matters that require immediate attention
Schedule initial consultations with our client development team based on case type and urgency
Follow up with potential clients to confirm appointments and ensure required documentation is prepared
Office Operations
Manage daily office operations including appointment scheduling and calendar management
Process client payments
Open mail and scan mail into document management system
Arrange receipt of mail and hand delivered documents from satellite offices
Maintain organized client files and ensure all intake documentation is properly stored
Manage, organize and order office supplies
Coordinate with service providers for office maintenance needs
Ensure office space is professional and welcoming at all times
Client Relationship Management
Build authentic, one-on-one relationships with clients beginning with their initial contact
Provide timely responses to client inquiries and route complex questions to appropriate team members
Keep clients informed about their case status and next steps
Recognize and appropriately respond to clients experiencing legal-related stress
Maintain confidentiality and professionalism in all client interactions
Alert attorney and client support team of significant client life events that may impact their legal situation
Business Development Support
Update prospect and client data records in the firm's CRM system
Assist with executing direct mail and gift programs
Make follow-up calls to set or confirm appointments
Support attorney and client support team in deepening existing client relationships
Prepare client materials for scheduled appointments
Job Requirements:
Qualifications
Bachelor's degree required
Minimum of 1 year of experience in a receptionist, customer service, sales, and/or administrative role
Experience in a legal, financial, or professional services environment preferred
Proficiency with office technology and software including Google Workspace, Microsoft Office Suite, and web based applications
Experience with CRM and calendar management is a plus
Bilingual a plus, but not required
Skills and Attributes
Critical thinking capabilities and attention to detail
Professional demeanor and polished appearance
Business attire required
Exceptional client service abilities with a focus on empathy and problem-solving
Strong verbal and written communication skills
Ability to work independently and manage multiple priorities in a deadline-driven environment
Reliable, organized, and demonstrates strong initiative
Aptitude and willingness to learn and understand tax law services and identify client needs
Ability to maintain strict confidentiality regarding sensitive financial and legal matters
Show empathy and care to potential clients navigating stressful financial situations