Immigration Intake Specialist

Immigration Intake Specialist - Remote - #35256

Manila Recruitment

Philippines Middle Human Resources 2d ago

About this role

This is a great opportunity to join a well-established firm with over two decades of experience in U.S. immigration law. The organization is recognized for its strong track record in successfully guiding clients through complex legal processes with a high level of success. You will be part of a diverse, multicultural team that values respect, collaboration, and empathy.

Company Profile:

Our client is a top immigration & federal practice firm based in the US. They provide legal services supporting individuals, families, and businesses with matters such as visas, green cards, citizenship applications, and divorce proceedings. Our client is dedicated to helping families and businesses navigate the complexities of U.S. immigration law.

Duties and Responsibilities:

The Immigration Intake Specialist is responsible for managing prospective clients from the moment they contact the firm through consultation scheduling, follow-up, retention, and handoff to the legal team.

This is a highly client-facing role. The Intake Specialist is often the first person a prospective client speaks with and is responsible for creating a professional, organized, responsive, and compassionate first impression of the firm.

The successful candidate must be comfortable speaking with prospective clients by telephone, text, email, and video; gathering detailed immigration and personal history; maintaining accurate records; following up consistently; and ensuring that no viable lead is lost because of poor communication or lack of follow-through.

This position does not provide legal advice or determine immigration eligibility.

• Respond promptly to new inquiries from telephone calls, website forms, email, text messages, referrals, social media, and other lead sources.
• Make outbound calls to new prospective clients as required.
• Contact new leads within the firm’s established response-time standards.
• Maintain consistent follow-up with prospective clients who do not immediately respond.
• Ensure every inquiry is documented and accounted for in the firm’s system.
• Identify urgent matters and elevate them appropriately.
• Escalate urgent matters (ICE holds, emergency cases) immediately.

Immigration Intake Interviews:

• Conduct detailed intake interviews with prospective clients.
• Gather relevant personal, family, immigration, criminal, employment, and procedural history according to firm intake protocols.
• Ask appropriate follow-up questions to ensure the attorney receives a complete factual picture.
• Identify the general type of immigration issue involved without providing legal advice.
• Document prior immigration filings, entries and exits, government encounters, court matters, deadlines, and other relevant information.
• Obtain copies of initial documents when appropriate.
• Prepare clear and accurate intake summaries for attorney review.

Consultation Scheduling:

• Schedule consultations with attorneys according to firm procedures.
• Match prospective clients with the appropriate consultation type or attorney when directed by firm protocol.
• Confirm consultation dates and times.
• Send consultation instructions, questionnaires, payment links, and reminders.
• Follow up with prospects who have not completed required intake information.
• Reduce consultation no-shows through proactive reminders and follow-up.
• Reschedule missed appointments promptly when appropriate.
• Schedule consultations and collect consultation fees.

Lead Follow-Up:

The Intake Specialist is responsible for ensuring that prospective clients do not disappear from the firm’s pipeline simply because they were not ready to retain immediately.

• Follow up with leads who have not scheduled consultations.
• Follow up with prospects who scheduled but did not attend.
• Follow up after consultations according to firm protocol.
• Maintain scheduled follow-up sequences for undecided prospects.
• Document every follow-up attempt.
• Identify prospects requiring personal attorney or management follow-up.
• Maintain an organized pipeline so that no lead falls through the cracks.

CRM and Docketwise Management:

• Enter complete and accurate prospective-client information into Docketwise and/or the firm’s CRM.
• Maintain current lead statuses.
• Document every call, email, text, consultation, and follow-up.
• Create follow-up tasks and reminders.
• Maintain accurate referral-source information.
• Ensure notes are sufficiently detailed