Intake Specialist Position Available In Alachua, Florida

Intake Specialist The Miller Elder Law Firm Gainesville, FL Job Details Full-time $16.50 – $19.00 an hour 2 days ago Benefits Travel reimbursement Free parking Health insurance Paid time off Parental leave Employee discount Professional development assistance Opportunities for advancement Referral program Paid sick time Qualifications Microsoft Word Self-direction Customer service Administrative experience High school diploma or GED Legal administrative experience Technology management Organizational skills Law office Multi-line phone systems Communication skills Entry level Administrative tasks

Full Job Description Job Title:

Intake Specialist Overview The Miller Elder Law Firm is seeking an organized, detail-oriented, and customer-focused professional to serve as an Intake Specialist. This role requires an energetic individual who can manage incoming inquiries, facilitate client intakes, and coordinate a wide range of administrative tasks. The successful candidate will be the first point of contact for clients and visitors, as well as the central support for our attorneys, paralegals, and office operations. ​ ​

Key Responsibilities Client & Visitor Reception:

Greet clients and visitors in a warm, professional manner. Maintain a welcoming environment by managing physical reception areas and directing walk-ins appropriately.

Telephone & Communication Management:

Answer and manage multi-line phone systems (Nextiva) with efficiency and courtesy. Screen, direct, and log incoming calls and messages; perform basic problem solving and intake inquiries. Respond to emails and assist with digital correspondence as needed.

Client Intake & Scheduling:

Conduct initial client intakes by gathering essential information and documenting details accurately. Schedule appointments for attorneys, support staff and paralegals, coordinate Zoom reviews, signings, and in-person meetings.

Document & File Management:

Prepare and manage physical folders for new matters, including estate planning files, trust binders, and general case folders. Organize and upload documents, emails, and correspondence into our digital document management systems (e.g., Clio Grow/Manage). Create transmittal correspondence and assist with document scanning, copying, and filing.

Office Coordination & Administration:

Monitor incoming and outgoing mail, and manage office supplies and inventory (e.g., ordering, replenishing, and tracking supplies). Assist with basic facility upkeep (e.g., light cleaning tasks, running errands, setting up meeting rooms). Support administrative tasks including mailing thank-you notes, managing billing/invoicing support, and handling document tracking (both physical and digital).

Team Support & Process Enhancement:

Collaborate closely with attorneys, paralegals, and support staff to ensure that client files and matter-related documents are well-organized and up-to-date. Provide support for facility outreach and maintain updated contact lists for external and internal stakeholders. Assist with onboarding and supervising new front office staff as needed, ensuring consistency in performance and operational standards. Help manage workload balance by taking on delegated tasks during peak periods and suggesting process improvements for greater efficiency.

Qualifications & Skills Educational & Experience Requirements:

High school diploma or equivalent required; additional post-secondary education or certification in office administration or legal support is a plus. Previous experience in a receptionist or administrative role, preferably within a legal or professional services setting.

Technical Proficiency:

Strong knowledge of Microsoft Word and other essential Office applications. Experience using multi-line phone systems. Familiarity with legal practice management software (such as Clio) and customer relationship management tools is beneficial.

Interpersonal & Organizational Skills:

Excellent verbal and written communication skills with a clear customer service attitude. Demonstrated ability to multitask, manage competing priorities, and work in a fast-paced environment. High attention to detail and strong organizational skills to maintain accurate records and files.

Adaptability & Teamwork:

Ability to work independently as well as collaboratively in a team-oriented environment. Proactive approach to problem solving and willingness to take direction from multiple stakeholders.

Additional Skills:

Flexibility to handle extra responsibilities as needed, such as running errands or assisting with basic office maintenance. Ability to work with discretion and maintain confidentiality in all matters.

Work Schedule & Compensation Schedule:

Flexible scheduling options available, including full-time, part-time, and flexible hours. Standard office hours are expected; however, availability to handle varying workloads is important.

Compensation:

Salary will be commensurate with experience and qualifications.

Hiring Range:

$16.50-$19.00/

Hr Application Requirements:

Interested candidates should submit a cover letter that includes salary requirements along with a current resume. This role is integral to the smooth operation of our firm and offers the opportunity to build strong relationships with both clients and staff while supporting diverse administrative functions. If you thrive in a dynamic environment and have a proven track record in administrative coordination and client service, we encourage you to apply.

Job Type:

Full-time Pay:

$16.50 – $19.00 per hour Expected hours: 30 – 40 per week

Benefits:

Employee discount Free parking Health insurance Opportunities for advancement Paid sick time Paid time off Parental leave Professional development assistance Referral program Travel reimbursement

Schedule:

Monday to

Friday Experience:

Administrative:

2 years (Preferred) Shift availability: Day Shift (Preferred) Ability to

Commute:

Gainesville, FL 32601 (Required) Ability to

Relocate:

Gainesville, FL 32601: Relocate before starting work (Required)

Work Location:

In person