Legal Intake Specialist

Help Families Take the First Step Toward a Better Future At Heritage Law Group, we believe every family deserves clarity, protection, and peace of mind for the future. We help families make some of the most important decisions of their lives — protecting their loved ones, preserving what they have built, and creating a plan for the people and values that matter most. We are not simply drafting legal documents. We are building lifelong relationships and providing families with a trusted system of support. That trust begins with the very first conversation. We are looking for a warm, confident, highly organized Intake Specialist who understands that the first phone call is not "just a call." It is often the moment a family decides whether they are ready to move forward — or whether they stay overwhelmed, confused, or stuck. If you are energized by helping people, comfortable guiding conversations, and committed to following through until every lead has a clear next step, this may be the right role for you. The Role The Intake Specialist is the first voice many prospective clients hear when they contact Heritage Law Group. Your job is to create trust, ask the right questions, guide prospective clients to the appropriate next step, and ensure no lead falls through the cracks. This is a client experience, intake, and sales-support role. You will work closely with the sales team and firm leadership to support a strong, consistent pipeline of qualified appointments. The right person for this role is not passive or reactive. You are proactive, organized, warm, accountable, and comfortable being measured by results. What You'll Own Client Communication & First Impressions You will be responsible for creating an excellent first experience for prospective clients.

This includes:

Answering incoming calls with professionalism, warmth, and confidence Listening carefully to understand each caller's needs and concerns Creating trust quickly through clear, compassionate communication Helping prospective clients understand the next step in the process Representing the firm's mission and values in every interaction You will often be speaking with families who feel uncertain, emotional, or overwhelmed. Your ability to stay calm, clear, and encouraging matters. Scheduling & Appointment Conversion You will help turn interest into action.

This includes:

Scheduling consultations and planning appointments Converting inbound inquiries into qualified appointments Helping prospective clients understand the value of taking the next step Supporting a consistent and healthy sales pipeline Working toward clear appointment-setting and conversion goals This role requires someone who is comfortable with sales conversations — not in a pushy or transactional way, but in a helpful, confident, service-minded way.

Lead Follow-Up:

No Open Loops One of the most important parts of this role is consistent follow-up.

You will follow up with:

Event no-shows Event attendees who did not take the next step Prospective clients who started the process but did not schedule Unresponsive or unscheduled leads Leads who need additional guidance before moving forward Your job is to make sure every prospective client is tracked, followed through with, and brought to a clear resolution. At Heritage Law Group, we do not allow people to quietly fall through the cracks. Tracking, CRM & Reporting You will help the firm make smart decisions by keeping intake information accurate and up to date.

This includes:

Maintaining accurate daily call logs Tracking all leads and interactions in the CRM Updating lead status consistently and correctly Reporting on call activity, lead sources, appointment bookings, and conversion rates Identifying trends, gaps, or opportunities in the intake process You do not need to be a data analyst, but you do need to be accurate, consistent, and comfortable being accountable to numbers. Engagement Agreement Support You will also support the client onboarding process after a prospective client decides to move forward.

This may include:

Preparing engagement agreements based on attorney direction Combining standard firm language with attorney-specific instructions Sending engagement agreements to clients for review and signature Following up to ensure agreements are signed and returned Helping reduce administrative burden on the attorneys so they can focus on legal strategy and client service This part of the role requires strong attention to detail, professionalism, and follow-through. What Success Looks Like You will be successful in this role when: Prospective clients feel welcomed, respected, and clearly guided Inbound inquiries are consistently converted into qualified appointments Follow-up happens on time, every time No leads are lost due to lack of tracking or follow-through The CRM is accurate and reliable The sales team has visibility into pipeline activity and conversion rates Clients experience a seamless transition from first contact to next step Attorneys receive support that reduces unnecessary administrative work In short: families feel cared for, the pipeline stays healthy, and the team can trust that intake is handled. Who You Are You may be a strong fit for this role if you are: Warm, professional, and confident on the phone Highly organized and detail-oriented Comfortable initiating follow-up rather than waiting to be reminded Empathetic, but also action-oriented Comfortable with performance goals and KPIs Able to work independently in a remote environment Process-driven and consistent Positive, enthusiastic, and team-minded Someone who takes ownership and follows through Motivated by helping families take meaningful next steps You do not need to be an attorney or legal expert. You do need to care deeply about people, communicate clearly, and take responsibility for results. Qualifications We are looking for candidates who bring: High school diploma required Additional education or training in business, marketing, communications, or a related field preferred Prior inbound sales, intake, customer service, or client-facing experience required Law firm experience is a plus, but not required Strong phone presence and excellent verbal communication skills Strong organizational skills and attention to detail Comfort using CRM systems, phone systems, and basic reporting tools Ability to work independently and stay productive in a remote environment Alignment with a mission-driven, client-centered firm Schedule This is a full-time position.

Hours:

Monday through Friday, 8:00 a.m.-5:00 p.m. Pacific Time Because this is a client-facing role, reliability and availability during scheduled hours are essential. Compensation & Benefits This position includes: $23/hour base pay Performance bonuses for appointments booked Healthcare benefits 401(k) plan Paid time off, with accrual beginning upon hire Firm-observed paid holidays Firm-provided laptop and phone system $25 per paycheck cell phone reimbursement Work Environment This is primarily a remote role.

You will need:

Reliable high-speed internet A dedicated, professional workspace for client calls Ability to participate in periodic in-person training and team meetings Strong self-management and communication habits The firm will provide the necessary laptop and phone system. Why This Role Matters You are not "just answering phones." You are the first point of trust. You are the person who helps a family move from uncertainty to clarity. You help prospective clients feel seen, heard, and guided. You help the firm grow by making sure every opportunity is handled with care and follow-through. You help attorneys stay focused on high-value legal work by ensuring the intake and engagement process is moving forward. At Heritage Law Group, the first conversation matters. And in this role, that conversation begins with you. If you are someone who loves helping people, takes ownership of the details, and finds satisfaction in knowing that every lead, every call, and every follow-up has been handled with excellence, we would love to hear from you. Join Heritage Law Group and help families take the first step toward a better future.

Pay:

$23.00 - $25.00 per hour

Benefits:

401(k) Health insurance Paid time off Professional development assistance

Experience:

Intake:

1 year (Preferred)

Work Location:

Hybrid remote in Fallbrook, CA 92028