Client Intake Specialist

Client Intake Specialist

This is a remote position. Our client is looking for a Client Intake Specialist to support client onboarding, administrative coordination, and data management within a growing legal practice. Their firm operates in the real estate legal sector, supporting sophisticated property transactions with a modern, business-focused approach centered on precision, responsiveness, and efficient execution. In this role, the Client Intake Specialist will help create a smooth experience for prospective and new clients while ensuring information is accurately collected, organized, and maintained across internal systems. The ideal candidate has excellent spoken and written English, takes initiative without requiring constant direction, and approaches their work with a strong focus on data, measurable results, and continuous process improvement. This position is well suited for someone who is organized, proactive, comfortable communicating professionally with clients, and confident working across legal, financial, and Microsoft-based platforms.

Responsibilities:

• Manage the client intake process and help ensure prospective and new clients receive timely, professional communication.
• Gather, review, organize, and maintain client information and documentation throughout the intake and onboarding process.
• Enter and update client, matter, and related information accurately within Clio and other internal systems.
• Maintain organized digital records and ensure information is complete, current, and easy for the team to access.
• Communicate professionally with prospective clients and existing contacts by email, phone, and other approved communication channels.
• Follow up on outstanding information, documents, or next steps needed to move clients through the intake process.
• Use Microsoft tools to manage documents, communications, spreadsheets, and administrative workflows.
• Work with QuickBooks Online (QBO) when handling relevant client, billing, financial, or administrative information.
• Track intake activity, results, and other relevant data to help the team understand performance and identify opportunities for improvement.
• Support the implementation and refinement of intake procedures, workflows, and internal processes.
• Identify inefficiencies, missing information, or process gaps and proactively recommend solutions.
• Maintain a high degree of accuracy when working with client information, records, and data.
• Handle confidential and sensitive legal information with professionalism and discretion.
• Collaborate with attorneys and other team members to ensure a seamless transition from initial inquiry through client onboarding.
• Take ownership of assigned tasks and follow through proactively to ensure deadlines and client needs are addressed.

Requirements:

• High level of spoken and written English proficiency.
• Strong professional communication skills, particularly when interacting with clients.
• Proactive, self-directed approach with a go-getter mentality.
• Strong organizational and time management abilities.
• Data-driven mindset with the ability to use information to measure progress, implementation, and results.
• Excellent attention to detail and accuracy when entering or reviewing information.
• Ability to manage multiple client matters, requests, or administrative priorities simultaneously.
• Comfortable working with confidential and sensitive information.
• Ability to follow established processes while also identifying opportunities to improve them.
• Strong follow-through and ability to independently move tasks forward.
• Comfortable learning and navigating different software platforms and digital workflows.

Qualifications:

• Previous experience in client intake, client services, legal administration, administrative support, operations, or a related role.
• Experience working in a law firm or professional services environment is highly valuable.
• Familiarity with client intake and onboarding processes is preferred.
• Experience using Microsoft applications for business communication, documentation, and data management.
• Experience with Clio or another legal practice management system is highly desirable.
• Familiarity with QuickBooks Online is preferred.
• Strong computer literacy and ability to learn new systems quickly.
• Experience tracking KPIs, intake data, operational metrics, or other performance information is an advantage.

Benefits:

• Full-time position.
• 100% remote opportunity.
• Opportunity to work with a U.S.-based legal practice.
• Exposure to legal operations, client intake, and real estate-related workflows.
• Opportunity to take ownership of processes and contribute to operational improvements.