Client Intake Specialist (Extensive Experience Required)

The Client Intake Specialist will be responsible for managing the initial contact with potential clients, gathering essential information, and ensuring a smooth intake process for the law firm's services. This role requires excellent communication skills, attention to detail, and the ability to handle sensitive client information with confidentiality and professionalism.

The ideal candidate will have strong organizational skills, a customer-focused attitude, and the ability to work in a fast-paced environment. Experience in legal services or knowledge of estate planning, elder law, or probate is a huge PLUS but not a requirement.

Key Responsibilities:
• Handle all incoming calls and leads from the website and email.
• Act as a gatekeeper, screening (qualifying prospects & clients) and prioritizing communications (phone & email) and correspondence.
• Be the friendly face of our firm in virtual interactions. Engage leads through personalized, strategic outreach, nurturing relationships through phone, email, social media (IG, FB & YouTube), and other channels.
• Collaborate closely with the team to strategically manage and prioritize leads in the sales funnel. Employ data-driven insights to enhance lead progression, ensuring no opportunity falls through the cracks.
• Manage Attorney’s calendars, scheduling meetings and appointments (send Zoom links & confirUpgrade to see actual infoetings) for Networking with colleagues, clients, and potential clients.
• Requesting information before an Initial Consult (we have questionnaires for EP, probate, and Medicaid).
• Document production on Gavel.
• Proofing Estate Planning (EP) and funding documents (in DecisionVault).
• Following up with clients on missing information or other issues.
• Keep meticulous records of sales activities and customer interactions in CRM software (HubSpot).
• Collaborate with the team to identify and engage potential clients, nurturing leads from initial contact to conversion.
• Manage CRM system & spreadsheet to track leads, customer interactions, and sales progress (Initial Consults, post-IC emails & follow-ups).
• Maintain clear and consistent communication with clients, addressing inquiries and providing necessary information.
• Handle confidential information with discretion and professionalism.
• SOP creation and maintenance to ensure that processes are put in place and implemented.
• Perform general administrative tasks and other administrative duties as required.

Requirements:
• Proven experience in sales outreach (LinkedIn & social media prospecting), business development, or related fields, with a track record of achieving targets and fostering client relationships.
• Prior experience in executive support or administrative roles in a Law Firm is a huge PLUS but not a requirement.
• Proven experience in lead generation and client outreach tasks.
• Exceptional organizational skills, and ability to manage multiple tasks and priorities simultaneously.
• Exceptional communication skills, both written and verbal.
• Strong organizational and multitasking abilities with keen attention to detail.
• Tech-savvy with a high degree of proficiency in CRM systems, MS Office (PowerPoint, Word, Excel, etc.), Google Suite (Gmail & Gdrive,) and tools for lead management and sales tracking.
• Innate problem-solving abilities, with a proactive attitude toward finding creative solutions for clients' needs.
• Self-motivated and driven, passionate about staying ahead of industry trends and continuously improving sales techniques.
• Someone who is a fast learner and has exceptional adaptability skills.
• Someone who is compassionate and a good listener.
• Strong problem-solving and decision-making skills.
• Ability to work independently with minimal supervision while maintaining a high level of productivity.
• Laptop or desktop that is at least I5, or I5 equivalent and above.
• Strong internet connection with backup internet available.

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