Legal Client Intake Coordinator

Legal Client Intake Coordinator (Colombia)

Join to apply for the Legal Client Intake Coordinator (Colombia) role at DOXA Talent

Legal Client Intake Coordinator (Colombia)

1 day ago Be among the first 25 applicants

Join to apply for the Legal Client Intake Coordinator (Colombia) role at DOXA Talent

About The Role
We are seeking a highly organized and empathetic

About The Role
We are seeking a highly organized and empathetic Legal Client Intake Coordinator to serve as the first point of contact for prospective clients. In this role, you will be responsible for managing the intake process from initial inquiry to case assignment, ensuring a seamless and professional experience for every client. This includes collecting essential information, assessing the suitability of cases, and coordinating closely with legal staff to ensure accurate case initiation.
This role is ideal for someone who thrives in a client-facing role, has a background in legal or administrative support, and possesses excellent interpersonal and communication skills. The ideal candidate should be detail-oriented, tech-savvy, and capable of maintaining confidentiality while managing multiple client interactions in a remote setting.
Remote - Colombia
Schedule: 9:00am - 6:00pm EST / Follows Colombian holidays
Qualifications

• Bachelor’s degree or equivalent experience in a legal, administrative, or client service role.
• 2+ years of experience in a legal support or client intake-related position, preferably in a law firm or legal department.
• Strong oral and written communication skills in English.
• Familiarity with U.S. legal terminology and procedures.
• Strong organizational skills with exceptional attention to detail.
• Proficient in using legal practice management and CRM software (e.g., Clio, MyCase, Lawmatics, Actionstep).
• Proficient in use of Google Workspace and Microsoft Office, especially Gmail and Word documents
• Ability to handle sensitive and confidential information with discretion.
• Comfortable working in a fast-paced remote environment with minimal supervision.
• Ability to work together as a team with attorneys, paralegals and other staff.
• Strong customer service mindset and ability to remain calm under pressure.
• Knowledge of relevant data privacy regulations (e.g., GDPR, HIPAA, if applicable) is a plus.
  

Essential Functions
Potential New Client Intake and Communication:

• Serve as the primary point of contact for potential new client inquiries via phone, email, and online platforms.
• Conduct thorough intake interviews via telephone to gather critical information regarding potential legal matters.
• Prepare written detailed summaries of intake interviews.
• Follow up with potential new clients regarding any documents requested for review.
• Assess initial eligibility and legal matter suitability in coordination with supervising attorneys. Communicate clearly and compassionately with potential new clients, setting appropriate expectations.
• Schedule follow-up calls between potential new clients and attorneys at our firm where needed.
• Follow up on incomplete intakes and provide timely updates to firm attorneys and to potential new clients on their intake status.
• Prepare draft emails/letters declining representation and possibly referring to other attorneys upon instruction from attorneys at our firm.
• Communicate with attorneys and intake staff at other law firms who refer potential new clients to us and to whom we may refer a potential new client.
• Utilize firm’s case management platform to accurately input all necessary data to open new matters and track all potential client inquires, referred cases and declined cases.
• Draft fee agreements and related documents for attorney review for clients the firm has agreed to represent.
• Follow up with potential clients if they do not provide signed fee agreements and related documents.
  

Documentation And Data Management

• Accurately enter potential new client and other contact information and claim information into the firm’s case management system.
• Maintain digital records of all communications, intake forms, and supporting documents.
• Ensure proper handling of sensitive and confidential information in compliance with legal standards.
  

Collaboration And Coordination

• Work closely with attorneys, paralegals, and legal assistants to transition qualified clients into active cases.
• Schedule consultations and meetings between new clients and assigned legal personnel.
• Provide support to the legal team by preparing intake summaries and other administrative materials as needed.
  

Process Improvement And Reporting

• Identify trends and bottlenecks in the intake process and suggest improvements.
• Generate regular reports on intake metrics, client sources, and conversion rates.
• Assist with developing and updating intake scripts, forms, and procedures to enhance client experience.
  

Administrative Support

• Respond to general inquiries and route non-intake communications appropriately.
• Assist with maintaining legal team calendars for consultations and follow-up appointments.
• Assist with data entry and record-keeping, ensuring accuracy and completeness of information.
• Provide support for administrative and clerical tasks during high-volume periods or when your time is not otherwise committed to client intake related tasks, including, but not necessarily limited to, organizing and maintaining digital files and documents, ensuring they are easily accessible and well-organized.
  

Compliance And Confidentiality

• Maintain the highest level of confidentiality regarding client information and legal matters.
• Ensure all actions and documentation comply with legal and ethical standards.

Seniority level

• Seniority level Entry level

Employment type

• Employment type Full-time

Job function

• Job function Other
• Industries Outsourcing and Offshoring Consulting

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