Intake Coordinator

Job Description

Job Description

Are you a compassionate professional with excellent communication skills? Join us as an Intake Coordinator!

The Law Offices of Brenton C. McWilliams is seeking a highly organized and empathetic Intake Coordinator to be the first point of contact for our prospective clients.

If you thrive on helping others, have a talent for communication, and can manage multiple tasks while maintaining a friendly, calming demeanor, we’d love to meet you! Your role will be vital in guiding clients through an emotional and sensitive process, ensuring they feel heard, supported, and confident in their first steps with us.

In this role, you will answer calls, schedule appointments, answer non-legal questions, take payments, greet clients, assist with gathering information, and play a key role in determining if our firm and the client are the right fit for each other. You’ll use your attention to detail and follow-through to keep our operations running smoothly, converting inquiries into scheduled consultations and maintaining client records with precision.

If you enjoy taking initiative, can remain calm under pressure, and have a passion for providing excellent service, you’ll find this role both fulfilling and dynamic.

We help provide direction, organization, and peace of mind for families during times of stress and grief. Through a genuinely caring client experience and competent legal work, we empower clients to reduce the burden on the people they love and to be remembered well by those who matter most, understanding their estate plan may be the final loving act their family remembers them for. 

If you are excited to contribute to a collaborative, client-focused environment and take ownership of this vital role in our team, apply today to join us on our mission to provide exceptional legal services!

The Law Offices of Brenton C. McWilliams is an Estate Planning, Elder Law, and Probate law firm with several offices in Baldwin County, Alabama. We're excited to add another team member to deliver first-class legal services to clients.

This position will be based in our Spanish Fort office, which is conveniently located off Interstate 10 near Eastern Shore Centre. Our office is open from 8-5 Monday through Thursday, and 8-4 on Fridays.

Compensation

• $24 hourly
• Individual health insurance is fully paid for by the firm
• Family health insurance is available through payroll deduction
• Dental and vision insurance is available through payroll deduction

$24 hourly

• Answer and screen incoming calls with a friendly, professional demeanor, ensuring a positive first impression for prospective clients.
• Use intuition to understand what a prospective client is looking for and confidently provide the information they need to determine that we are the right fit for them.
• Gather and document client information, including contact details and the nature of their inquiry, to determine if they are a suitable match for the firm.
• Provide clear and accurate information about the firm’s estate planning process and pricing, answering non-legal questions with confidence and empathy.
• Schedule initial consultations, estate planning and doc signing appointments for attorneys, while ensuring an efficient and organized process.
• Maintain and update client information in our CRM software, ensuring the accuracy and completeness of records.
• Follow through on the steps in our system to make sure everything in the next steps happens fluidly.
• Follow up systematically with potential clients who have expressed interest but have not yet scheduled an appointment.
• Coordinate and manage the attorney’s calendars to avoid scheduling conflicts and ensure availability for client consultations.
• Adapt to changing priorities and handle multiple tasks efficiently, while maintaining attention to detail and a high level of client care.

• Strong communication skills, both verbal and written, with the ability to clearly articulate information and maintain a professional tone. Excellent active listening skills.
• Excellent organizational and multitasking abilities, with a proven track record of managing multiple responsibilities efficiently.
• High attention to detail and accuracy in collecting and documenting client information.
• Proactive, self-motivated attitude with the ability to take initiative and solve problems independently. Strong follow-through skills.
• Empathy and strong interpersonal skills to connect with clients, particularly during emotionally sensitive conversations.
• Proficiency with scheduling software and experience using CRM systems or a willingness to learn quickly.
• Ability to meet performance goals, demonstrating persistence and follow-through in client interactions.
• Flexibility and adaptability to adjust quickly to changing priorities and handle high-pressure situations with calmness and focus.
• Strong work ethic with a commitment to delivering exceptional service.
• Prior experience in a client-facing or customer service role, preferably in phone sales, legal or professional services environment, is a plus.

The Law Offices of Brenton C. McWilliams is an estate planning, elder law, and probate estate administration law firm serving clients throughout Alabama from our Baldwin County offices in Orange Beach, Foley, Fairhope, and Spanish Fort.

We help provide direction, organization, and peace of mind for families during times of stress and grief. Through a genuinely caring client experience and competent legal work, we empower clients to reduce the burden on the people they love and to be remembered well by those who matter most, understanding their estate plan may be the final loving act their family remembers them for.