Client Intake Specialist Global Legal Law Firm Encinitas, CA Job Details Full-time $28 - $35 an hour 5 hours ago Benefits Health insurance Dental insurance Paid time off Vision insurance Flexible schedule Life insurance Retirement plan Qualifications Teamwork Phone communication Customer service Intake Writing skills Practice management software Attention to detail Law office experience Typing CRM system proficiency Quality data entry Client interaction via phone calls Customer data entry Full Job Description Job description - Client Intake Specialist | San Diego, CA We are a rapidly growing boutique law firm that focuses on complex litigation, mostly in the electronic payments and franchise industries.

Position Type:

Full-time (Non-Exempt)

Location:

San Diego County, Encinitas, CA (in-office; hybrid may be considered based on firm needs)

Reports To:

Chief of Staff /

Operations Director Department:

Intake & Client Experience About the Role The Client Intake Specialist is the front door of the firm, turning first-time inquiries into confident, well-supported prospective clients. You will be responsible for responding to leads quickly and professionally, gathering key facts, screening for basic fit, scheduling consultations, and ensuring clean, complete intake documentation so our legal team can take the next step without solid information. This role is ideal for someone who is calm under pressure, warm on the phone, enjoys talking to people on the phone and over email, is obsessed with follow-through, and comfortable working in a structured, metrics-driven environment. Key Responsibilities 1) First-Contact Response and Client Experience Answer inbound calls, texts, chats, and web leads promptly, professionally, and empathetically. Build rapport with prospective clients, identify their goals, and explain next steps in a clear, reassuring way. Use active listening and strong questioning to gather accurate information while maintaining a client-centered tone. Provide excellent customer service for people who may be stressed, emotional, or unfamiliar with legal processes. 2) Intake Screening and Case Qualification Conduct structured intake interviews using firm scripts and checklists. Identify basic legal issue type and urgency; route appropriately based on firm criteria. Capture key facts, timelines, parties involved, and relevant documents needed for evaluation. Communicate clearly about consultation logistics, required information, and expectations (without providing legal advice). Recognize red flags (e.g., deadlines, conflicts, incomplete information) and escalate to leadership as needed. 3) Scheduling and Consultation Coordination Schedule consultations for attorneys and/or legal staff using the firm's calendar system. Send confirmations, reminders, and pre-consultation instructions. Reduce no-shows by confirming appointments and ensuring clients know what to bring and what to expect. Coordinate interpreters or accessibility accommodations when requested/approved. 4) New Case Set Up, Documentation, and File Hygiene Accurately enter lead and client data into the firm's CRM/practice management system. Create and maintain intake records, notes, and task follow-ups with strong attention to detail. Collect and upload documents (photos, contracts, police reports, medical records, communications, etc.) as required by the practice area. Ensure all required intake fields are complete and that files are organized and audit-ready. 5) Follow-Up and Lead Nurture Perform outbound follow-up calls/texts/emails to leads who have not scheduled or retained. Track and manage a pipeline of leads, ensuring no one "falls through the cracks." Maintain consistent touchpoints using firm-approved templates and schedules. Document every contact attempt and outcome. 6) Collaboration and Team Support Work closely with attorneys, paralegals, legal assistants, and operations staff to ensure smooth handoffs. Help improve intake scripts, workflows, and client communications based on real-world feedback. Assist with administrative intake tasks as needed (scanning, mailing coordination, file requests, etc.). 7) Marketing component Assists in scheduling podcast guests. Assists with communication with SEO/SEM team regarding website updates/accuracies. Books travel and lodging specifics for attorneys and partners related to industry conferences. Assists with new employee coordination regarding firm headshots and biographies to be posted to the website. 8) Confidentiality, Compliance, and Professional Standards Maintain strict confidentiality with sensitive personal and legal information. Follow all internal policies and best practices for data security and client communication.

Understand and respect boundaries:

provide procedural guidance but do not give legal advice. Performance Expectations (What Success Looks Like) Consistently fast response times to new inquiries. High-quality intake notes with minimal missing information. Strong consult show rate (reduced no-shows/cancellations). Clean handoffs to the legal team with correct categorization and documentation. Professional, empathetic communication that reflects well on the firm. Reliable task management and follow-through across a busy lead pipeline. Required Qualifications 2+ years of experience in client intake, customer service, call center, medical intake, legal reception, or a similar high-volume phone role (law firm experience strongly preferred). Strong phone presence and professional writing skills (email/text). Accurate typing/data entry and comfort using multiple software systems, especially Hubspot. Ability to handle sensitive conversations with tact and emotional intelligence. Organized, dependable, and able to manage competing priorities. Preferred Qualifications Prior experience in a law firm intake department (personal injury, employment, family, immigration, civil litigation, criminal defense, etc.). Familiarity with CRM/practice management tools (especially, Clio, HubSpot, and Trello). Comfort requesting documents, explaining process steps, and maintaining compliance boundaries. Skills and Traits We Value Warm, confident communicator who can lead a conversation. Calm under pressure; steady with upset or anxious callers.

Detail-oriented:

you don't "kinda" fill out fields. High integrity and discretion with confidential information. Coachable, feedback-friendly, and eager to improve systems. Self-starter who loves checklists, clean notes, and closing loops Work Schedule and Environment Typical schedule: Monday-Friday during business hours; occasional extended hours may be needed depending on lead flow. Primarily in-office in San Diego to support real-time collaboration Non-exempt role with eligibility for overtime per California law.

Compensation and Benefits Pay Range:

$28-$35 per hour (depending on experience)

Bonus/Incentives:

Potential performance bonus based on conversions, quality metrics, and team goals

Benefits:

Medical/Dental/Vision, paid time off, paid holidays, and other firm benefits

Professional Development:

Training, coaching, and growth path toward Intake Lead/Manager, Client Relations, or Operations roles Fabulous, but not Required (familiarity with) : Trello Clio DropBox Excel Hubspot We offer a competitive hourly rate and excellent benefits package with growth potential for the right candidate.

Job Type:

Full-time Job Type:

Full-time Pay:

$28.00 - $35.00 per hour

Benefits:

Dental insurance Flexible schedule Health insurance Life insurance Paid time off Retirement plan Vision insurance Application Question(s): Demonstrate your attention to detail- any examples? Demonstrate your desire to learn and grow in a new role.

Experience:

Customer Service:

2 years (Required)

Intake:

2 years (Required) Ability to

Commute:

Encinitas, CA 92024 (Required)

Work Location:

In person