Intake Coordinator

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Intake Coordinator

Irvine, CA, US

23 days ago Requisition ID: 1000

Salary Range: $60,000.00 To $70,000.00 Annually

Title: Client Intake Specialist (REMOTE)

Who we are

At The Estate Lawyers, we fiercely protect trustees from getting sued and beneficiaries from getting screwed. We're California’s premier trust and probate litigation firm—built for speed, precision, and results.

We’re a litigation-first law firm driven by accountability, team excellence, and delivering elite service to clients going through some of the most stressful times of their lives. Our Client Intake Specialist plays a critical role in that journey: the trusted guide who helps people see a better future—and makes it easy to take the first step.

If you’re part strategist, part closer, part empath—and thrive in a fast-paced, emotionally intense, high-stakes environment,we want to meet you.

Position Overview

You’ll be the first real voice prospective clients hear. You’ll guide them through the discovery and engagement process, help them understand their legal needs, and move them toward confidently signing with the firm.

This is not a call center role but you will be engaging person-to-person in high-stakes relationship building.One consult at a time in a multi-stage process you will be qualifying, conveying a complex value proposition, and compelling a client commitment to put tens, and even hundreds of thousands of dollars on the line.

People buy from people. Clients have options. You must establish a preference for working with The Estate Lawyers. Every meeting matters: The initial telephonic call; Zoom meeting consults; Setting the table for successful legal strategy sessions; Timely follow-up calls; Email drips (no hiding behind emails). You’ll be empowered to bring empathy, confidence, and precision to every client experience.

Who is the Right Fit for this Role?

What Characteristics Embody this Position:

• Have experience and demonstrable success selling high-end services or luxury products like real estate, vehicles, fine jewelry, or coaching.
• Thrive in one-on-one conversations where your ability to build trust quickly makes a real difference
• Are high energy, performance-driven , and motivated by clear goals and bonus opportunities. To close deals and make more money, high activity and professional sales behavior will be required.
• Understand the importance of fast follow-up and strategic follow-through in the sales process.
• Love being the calm, confident, emotionally intelligent person in the room while reminding yourself, it’s not about you. Be client focused: Listen, be curious, be skeptical, lead the client to what’s best for them.
• Want a role where your impact is real, visible, appreciated, and compensated.

Key Responsibilities

• Conduct consultations (by phone, Zoom, or in-office) with prescreened potential new clients (PNCs)
• Collect and document relevant case facts with compassion and clarity
• Present our firm’s value in a way that aligns with the PNC’s core pain points and future goals
• Identify whether our legal team is the right fit for the matter
• Guide qualified PNCs through our engagement process with confidence
• Draft retainer agreements and ensure smooth transition to legal production team
• Follow up with undecided PNCs using scheduled contact sequences and CRM tools
• Maintain accurate intake records in Clio Manage and HubSpot
• Coordinate with attorneys for retainer reviews, intake notes, and legal conflict checks
• Track metrics related to conversion, follow-ups, and consult show rate
• Maintain awareness of performance metrics and find ways to continuously improve.
• Collaborate with marketing and leadership team on improving conversion strategy

Skills & Tech Proficiency

• Sales training and disciplined application of sales best practices
• Strong verbal and written communication skills
• Ability to learn complex legal details and apply that knowledge while engaging with PNCs
• Natural charisma and executive presence
• Excellent time management and attention to detail under pressure
• Tech-savvy with experience in CRMs, intake software, Microsoft Office, and online scheduling tools
• Experience with Clio Manage, HubSpot, Adobe Sign, or similar tools preferred
• Emotional intelligence and the ability to stay calm and collected in high-stress client conversations
• Coachable with a hunger for feedback and growth

This Role Is NOT for You If…

• Need someone to follow up with you to make sure tasks are complete
• Get overwhelmed by intense emotional conversations with clients in crisis
• Want to sit quietly in the background and avoid difficult conversations
• Struggle with staying organized, on script, or on time
• Don’t love the pressure that comes with a sales-focused role

Why Join The Estate Lawyers?

We do things differently. You’ll join a firm that:

• Moves with purpose – We’re growing, building, and evolving every quarter
• Respects talent – You’ll be trusted and supported, not micromanaged
• Lives our core values:
  • Stay Hungry – We chase results with grit and ambition
  • Radical Candor/Radical Respect – We say the hard thing with heart
  • Team Win / Client Win – We win together
  • No Jerks Allowed – Seriously, we mean it

• 3+ years of experience in consultative sales or high-touch client experience
• Experience selling luxury services/products is strongly preferred
• Experience in a law firm or estate/probate environment a plus
• Prior legal intake, real estate, or high-end financial services background is ideal