Intake Onboarding Specialist

Intake Onboarding Specialist Houston, TX

Join the mission to bring closure, justice, and peace to thousands of families. Our firm's bedrock is built on our client service standards to provide assurance, compassion, and empathy throughout the client experience. Our firm is one of the fastest growing injury and wrongful death law firms in the country, known for its results, client experience, structure, and high-performance culture.

Amaro Law Firm is fast paced, committed to our core values, and an ideal environment for passionate professionals looking to make a difference in our community and in their clients' lives. The right candidate will gain access to a generous compensation package tied to what he or she can achieve based on their work ethic and production.

We have 20+ years of experience in personal injury, wrongful death, insurance claims, and commercial litigation, with a renowned reputation in truck wrecks, catastrophic injury cases, and wrongful death litigation and trial work.

Our firm provides comprehensive training, supports continuing legal education, and maintains a supportive culture for growth. We are looking for someone who takes ownership, is a lion for clients, and feels a calling to build a reputation and a lasting career in the industry.

Key Core Values

• Be Used and Useful to Others
• Ethos before Egos
• Excellence is Our Presence
• Control the Controllables
• Comfort in Discomfort

Our Culture

At our core, we operate with a results-driven mindset. Every role from intake to case management to attorneys understands how their work directly impacts case value, client experience, and firm growth. Team members are empowered to make decisions, solve problems, and continuously improve processes rather than simply move files from one stage to another. Unlike many law firms, Amaro is run like a corporation with high service standards and a high-performance culture, using EOS, KPIs, OKRs, SOPs, and other standard corporate strategies and tactics to maximize our efforts for our clients while maintaining organization, standards, and efficiencies.

Job Summary

The Intake Onboarding Specialist sets up newly assigned client files, files 1st and 3rd Party claims, sends Letters of Representation, and coordinates case file hand-offs between the Intake, Data Entry, and Investigation teams. Success requires meticulous attention to detail, strong follow-through, and the ability to juggle multiple new files simultaneously.

Key Responsibilities

• Initiate the case file and prepare the client checklist for each newly assigned case.
• Send the Welcome Packet and follow up with client until the signed HIPAA authorization is returned.
• File 1st and 3rd Party claims once the Intake Specialist provides insurance info; update Filevine with claim numbers and adjuster contacts.
• Draft and send Letters of Representation to all relevant carriers.
• Assist in obtaining the Police Report; log the expense, upload it to the client's file, and notify the Intake Specialist for notation in Filevine.
• Track new clients on the weekly signed-documents spreadsheet (LOR / SPOL / TTCA).
• Coordinate case file hand-offs with the Intake Specialist and deliver completed case files to the Investigation team.
• Maintain accurate, up-to-date records in Filevine and the physical client file.

Key Outcomes

• Claims filed and LORs sent promptly once intake info is gathered (subject to Police Report timing where applicable).
• Each case file is complete, accurate, and ready for Investigation hand-off.

Required Qualifications

• High school diploma or equivalent (associate's or bachelor's preferred).
• 1+ year in a personal injury firm, insurance, or client-services environment.
• Working knowledge of Filevine (or comparable case management software).
• Familiarity with PI claim processes, LORs, HIPAA, and Police Reports.
• Proficiency with Microsoft Office and shared network drives.
• Strong written and verbal English; bilingual English/Spanish a plus.

Key Skills

• Meticulous accuracy in data entry and documentation.
• Strong organization and ability to manage multiple files and deadlines.
• Proactive follow-through and ownership of open items.
• Clear, professional communication with clients, adjusters, and internal teams.
• Discretion with confidential client and medical information.
• Team-oriented this role lives on clean hand-offs.

Compensation & Benefits

• Competitive salary plus yearly bonus
• Comprehensive medical, dental, and vision coverage (no cost to employees)
• 401(k) with employer matching
• Generous paid time off
• Parental leave
• Life insurance

Schedule

• MondayFriday (in office)
• 8-hour shifts

Amaro Law Firm is an Equal Opportunity Employer. We value diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

We are not looking to receive 3rd party candidate submissions at this time.