Client Intake Specialist Job at Robert Half (Wilmington)

Intake Manager

We’re seeking an Intake Manager to oversee the intake process and ensure prospec...

Location

United States , Philadelphia

Salary:

Not provided

Lundy Law

Expiration Date

Until further notice

Requirements

At least 3 years of experience in an intake, client service, or sales role (preferably within legal, healthcare, or professional services)
Leadership or supervisory experience is highly desirable
Strong ability to empathize and connect with clients, especially in stressful or sensitive situations
Committed to maintaining confidentiality and upholding ethical standards
Proven ability to lead and motivate a diverse team, fostering collaboration and productivity
Excellent verbal and written communication skills, with the ability to clearly convey complex information to both clients and colleagues
Highly organized, able to manage multiple tasks and priorities in a fast-paced environment
Familiar with client management software, CRM systems, and Microsoft Office Suite
Experience with case management software is a plus
Ability to convert leads into clients while maintaining a focus on service excellence and empathy

Job Responsibility

Lead the Intake Team: Supervise and mentor a team of intake specialists, including virtual assistants and in-office staff, ensuring proper training, alignment with firm values, and efficient performance
Client Interaction: Oversee initial client inquiries, providing a professional, empathetic, and trustworthy first impression. Manage high-volume calls, emails, and online requests promptly
Data Management: Ensure accurate and confidential entry of client intake data into the firm's systems while maintaining compliance with all privacy and legal standards
Team Development & Training: Conduct ongoing training for the intake team on best practices, legal processes, and exceptional client service. Encourage continuous growth and foster a culture of emotional intelligence
Cross-Department Collaboration: Work closely with case managers, attorneys, and other departments to ensure smooth handoffs from intake to the legal team
Process Improvement: Analyze the intake process and identify opportunities to improve workflows, response times, and the overall client experience
Lead Generation & Conversion: Monitor and track intake lead performance, ensuring follow-ups and client engagement strategies are in place to maximize conversion rates
Customer Service Excellence: Guide the team in handling complex or sensitive client situations, ensuring clients feel supported and heard throughout their first interaction with the firm
Performance Reporting: Track key metrics related to intake, conversion, and client satisfaction, and use data insights to enhance team performance and process efficiency

What we offer

Competitive salary
Health and dental insurance
Paid time off (PTO)
401(k) with employer match
Ongoing training and professional development opportunities

Fulltime

Family Law Intake Specialist

We are looking for a dedicated Family Law Intake Specialist to join our team in ...

Location

United States , Allen

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Previous experience in legal intake or client services, preferably within family law
Ability to handle sensitive and emotionally charged conversations with empathy
Strong attention to detail and excellent organizational skills
Proficiency in case management software and tools such as Legal Files
Familiarity with e-filing and court filing processes
Skilled in calendar management and appointment scheduling
Must reside locally despite the remote nature of the role
Effective communication skills to provide high-quality client service

Job Responsibility

Manage incoming calls and inquiries from potential clients with professionalism and care
Conduct thorough intake interviews to gather relevant information about client cases
Provide clear explanations of the firm's procedures and schedule consultations with attorneys
Ensure all intake information is accurately recorded in the firm's case management system
Uphold client confidentiality while delivering exceptional service
Utilize case management software to organize and track client details effectively
Assist with e-filing and court filings as needed
Maintain calendars for attorneys and schedule appointments efficiently
Provide receptionist support, including handling client communications and inquiries

What we offer

medical, vision, dental, and life and disability insurance
eligible to enroll in our company 401(k) plan

New

Client Intake and Matter Specialist

The Client Intake and Matter Specialist supports the firm’s financial and admini...

Location

United States , Hartford

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Bachelor’s degree
3–5 years of experience in a law firm environment, preferably in client intake, matter management, or financial operations
Strong working knowledge of legal financial systems (experience with Aderant or a similar platform preferred)
Understanding of legal billing concepts, including rate management, matter configuration, task‑based billing, and client billing protocols
Experience working with intake workflow tools (Intapp or comparable systems)
Advanced Excel skills (pivot tables, VLOOKUP, data validation, filtering, and large‑dataset analysis)
High attention to detail and strong analytical skills
Ability to manage multiple assignments with deadlines
Clear and detail oriented communication skills, both written and verbal
Experience supporting finance, revenue, or billing operations within a detail oriented services setting

Job Responsibility

Review incoming intake requests submitted through the firm’s internal workflow system
Evaluate engagement documents to determine the appropriate fee arrangements, rates, billing formats, staffing assignments, and any client‑specific instructions
Configure new clients and matters in the firm’s financial platform, including: Billing options and rate structures, UTBMS phase/task/activity codes, Client hierarchy and address information, E‑billing requirements and related settings
Process updates such as reopenings, modifications, and closures in accordance with established procedures
Work closely with revenue leadership, pricing, billing, and collections teams to implement annual rate adjustments across clients and matters
Monitor existing records for accuracy and consistency, making corrections when needed
Ensure that all matter setups comply with client guidelines, billing rules, and outside counsel expectations
Identify missing or unclear information and follow up with attorneys and support staff to complete the intake process
Support data cleanup projects, system upgrades, and process improvements
Prepare and analyze Excel reports to validate data quality and address discrepancies

What we offer

medical
vision
dental
life and disability insurance
401(k) plan