Intake Specialist

Trustpoint is excited to partner with a leading law firm in its search for an Intake Specialist to join their Chicago office on a hybrid basis following a probationary period. This direct hire opportunity is ideal for a detail-oriented and service-minded Intake Specialist who will manage the firm’s client and matter intake process from initial request through completion. This role serves as the primary administrative point of contact for intake requests and works closely with attorneys and firm leadership to collect required information, conduct and document conflict checks, prepare engagement letters, obtain necessary approvals and signatures, and maintain complete and accurate intake records. The successful candidate will provide responsive service, protect confidential information, and help ensure that new matters are opened efficiently and in accordance with firm policies and applicable professional obligations.

Responsibilities:

• Gather, review, and verify client and matter information to ensure complete and accurate intake records.
• Perform conflict searches using firm systems and identify potential conflicts for attorney review.
• Prepare conflict reports, track approvals, and escalate issues when necessary.
• Draft, revise, and coordinate engagement letters using approved templates and attorney-provided terms.
• Track engagement letters through review, signature, and return to ensure timely completion.
• Create and maintain client and matter records, including required documentation, approvals, and correspondence.
• Process updates to client and matter information while maintaining accurate records.
• Communicate with attorneys, staff, and clients regarding intake requirements, status updates, and follow-up items.
• Manage intake requests and deadlines, prioritizing urgent matters while maintaining accuracy.
• Assist with conflict waivers, consent letters, and other intake-related documentation.
• Work directly with the Collections Manager for credit risk assessment.
• Help improve intake processes, forms, templates, and procedures to increase efficiency and consistency.

Qualifications:

• Two or more years of experience in legal intake, conflicts, legal administration, or a similar process-oriented role in a law firm or professional services environment required.
• Familiarity with client and matter intake, conflict checks, engagement documentation, and confidentiality requirements.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Experience working with legal intake, conflicts, document management, or practice management systems preferred.
• Ability to quickly learn new systems, processes, and firm procedures.

Base Salary: Starting at $60,000 and up, commensurate with experience.

If you would like to learn more about the Intak Specialist position available in Chicago, IL, then please submit your resume, in Word format, by clicking the Apply Now button.