Legal Intake Specialist

Job Description

Job Description

A person calling a criminal defense firm may be anxious, overwhelmed, or unsure what to do next. Your ability to listen, ask thoughtful questions, and explain the next step can make that first conversation easier.

The Botnick Law Firm is seeking an Intake Specialist to guide prospective clients from their first inquiry through consultation and the decision to hire our firm. You will gather information, coordinate attorney consultations, follow up on engagement agreements and initial payments, and keep our intake process moving.

We are looking for someone who combines compassion with initiative. You should be comfortable discussing the hiring process and fees, reaching back out when someone has not responded, and keeping track of details across multiple inquiries. Our attorneys handle legal advice and case strategy; you help people connect with them and understand how to get started.

What Success Looks Like

Prospective clients feel heard and know their next step. Attorneys receive complete consultation information. Follow-ups happen on time, lead records stay accurate, and leadership can see where inquiries stand and how they become clients.

Our Core Values

• Responsibility : Take ownership of each inquiry and follow through on commitments.

• Dignity : Treat every caller and teammate with patience and respect, without judgment.

• Quality : Keep accurate records, communicate clearly, and pay attention to details.

• Teamwork : Share information and coordinate with attorneys and staff so people receive consistent support.

Benefits

• PTO

• Sick time

• Floating holidays

• Health insurance

• HSA

• 401(k)

• Eligibility for firm performance bonuses

Compensation:

$21 - $25 hourly

Responsibilities: What You Will Do

• Respond promptly to prospective client calls and online inquiries; assess whether matters fit the firm’s intake criteria and route inquiries appropriately.

• Gather contact information, matter details, upcoming court dates, and consultation documents. Review public court dockets as appropriate and record relevant case, judge, and jurisdiction information.

• Create and maintain lead records in our case management software, including referral or advertising source, communication history, documents, status, and next steps. Set up a new intake record for returning clients with new matters.

• Schedule consultations and coordinate attorney assignments in our case management software and the calendar. Follow up to obtain missing information and help prospective clients complete scheduling.

• Coordinate engagement agreements with consulting attorneys, confirm delivery, and follow up on signatures while remaining attentive to upcoming court dates.

• Answer questions about the intake and hiring process; direct legal questions and issues requiring attorney judgment to the appropriate team member.

• Coordinate initial invoices and payments with the designated team members, convert retained leads to clients, and confirm attorney assignments for a clear handoff to the legal team.

• Keep the lead pipeline current. Close or decline leads under firm procedures, document closure reasons, coordinate voiding unused agreements, and record docket information about representation when appropriate.

• Track lead conversion, prepare monthly lead reports, and schedule a monthly review with firm leadership to discuss results and opportunities to improve intake.

• Coordinate outreach to former clients about potential record clearing or early probation termination services, with attorney guidance.

Qualifications: What We Are Looking For

• Clear, professional phone communication and strong listening, writing, and interpersonal skills.

• Patience and sound judgment when speaking with people under stress or discussing sensitive circumstances.

• Strong organization, accurate data entry, and dependable follow-through across calls, messages, appointments, and deadlines.

• Comfort discussing fees and engagement paperwork and helping interested prospects take the next step without pressure or promises about case outcomes.

• Ability to learn case management software, online court dockets, phone systems, and other office technology; familiarity with Mac computers is helpful.

• Coachability, discretion with confidential information, and a willingness to support teammates and improve processes.

• Experience in legal intake, client services, customer service, appointment scheduling, or consultative sales is preferred. Prior law firm experience and familiarity with case management software are helpful, but not required.

About Company

The Botnick Law Firm is a boutique criminal defense practice serving clients in state and federal courts across Northeast Ohio. But more than that, we are counselors, problem solvers, and protectors who stand between clients and a system often built for convictions—not compassion or justice.

We take our work seriously and fight hard for clients—while keeping a genuinely enjoyable, laid-back atmosphere internally. Criminal defense is fast-paced : deadlines are real, details matter, and clients are relying on us during a high-stress time in their lives.

How to Apply

Submit your resume and a short cover letter explaining why this role interests you. Include an example of how you helped someone through a stressful situation or followed through on a complicated request.