Intake Specialist

At Neostella, we take a customer-centric approach and use cutting-edge technologies to deliver solutions to meet the unique needs of our clients’ business. Our offerings include Neodeluxe Legal Solutions, Work-Relay process and workflow solutions for Salesforce, Robotic Process Automation, and Application Integration. In order to continue our growth, we are seeking an Intake Specialist! The Intake Specialist will play a crucial role in our law firm’s operations by being the critical first point of contact for clients seeking our legal services. This position requires excellent communication skills and the ability to gather necessary information efficiently to ensure an effective onboarding process for new clients. The ideal candidate will possess a compassionate demeanor and a strong desire to assist clients through their legal journey.

Key Responsibilities:

• Client Interaction: Answer inbound calls, emails, and inquiries from potential clients and assess their needs while providing exemplary customer service.
• Information Gathering: Conduct initial consultations with clients to gather detailed information about their legal issues and determine their eligibility for services.
• Case Documentation: Accurately document and maintain client information in the firm’s case management system; create and manage client files.
• Collaboration: Coordinate with attorneys and case managers to ensure a smooth transition of new cases and facilitate timely follow-ups.
• Appointment Scheduling: Schedule consultations and meetings for clients with legal staff while ensuring effective use of attorneys’ calendars.
• Client Communication: Provide information to clients regarding the legal process, expectations, and next steps in a clear and concise manner.
• Data Management: Regularly update and manage internal databases to track inquiries, appointments, and conversions of potential clients.
• Adherence to Policy: Ensure compliance with firm policies and procedures, including confidentiality requirements.

• Minimum of 1-2 years of experience in customer service or administrative roles, preferably in a legal environment.
• Excellent verbal and written communication skills, with the ability to engage with clients professionally.
• Strong organization skills and attention to detail to accurately capture client information.
• Competence in Microsoft Office Suite or Google Suite.
• Ability to handle sensitive situations with empathy and professionalism.
• Must be able to work independently and as part of a collaborative team.
• B2 level of English or better is required.

*All resumes and application answers must be in English