Client Onboarding Specialist

Job Description

Job Description

About the Role

Leading healthcare and pharmacy law firm serving clients across the country from our office in Scottsdale, AZ. We are looking for a detail-oriented and professional Client Onboarding Specialist to join our team. This role is the first point of contact for potential new clients and plays a critical part in ensuring a smooth, complaint, and organized intake process.

Responsibilities

Daily Communications

• Receive and respond to intake calls from potential new clients (PNCs)
• Process submission forms and email inquiries from attorneys and PNCs
• Schedule intake consultations
• Collaborate with internal team to ensure all onboarding and offboarding needs are met

Compliance

• Save emails to client files via FasterSuite
• Gather necessary contacts and documentation for conflict checks
• Conduct conflict checks for PNCs
• Perform minimal research on potential new clients
• Adhere to established rubrics for PNC communication

File Creation

• Create and maintain Clio Grow and Clio Manage files
• Ensure all contact information (addresses, emails, phone numbers) is accurately entered
• Keep PNC dashboards fully updated

Engaging PNCs

• Send engagement documents, JDAs, and conflict waivers
• Send trust requests
• Monitor document completion and notify the team of finalized items

Qualifications

• 1–3 years of experience in case discovery, client intake, or file creation (legal experience not required)
• Proven ability to gather necessary information with minimal client communication
• Strong critical thinking skills with the ability to assess scenarios and ask relevant follow-up questions
• Demonstrated discretion when handling sensitive and confidential information
• Professional written and verbal communication skills across phone, email, and virtual platforms
• Proficiency in Microsoft Office Suite
• Strong organizational skills and attention to detail
• Ability to manage time effectively in a fast-paced environment

Nice to Haves

• Experience with Clio Grow and/or Clio Manage
• Scheduling experience via Outlook and/or Microsoft Teams
• Familiarity with DocuSign