Intake Coordinator

Summary

Under the direct supervision of the Chief Operating Officer, the Intake Coordinator will be the first person to connect with clients. The Intake Coordinator will gather information from potential clients over the phone and forward to the appropriate attorneys for further action. The Intake Coordinator will follow up on client leads from the website while also greeting clients that enter the office for appointments.

In addition, the Intake Coordinator will be responsible for answering incoming calls, directing calls to appropriate attorneys and staff, while also completing a variety of other clerical activities and related tasks.

 
Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Speaks with clients to gather information for the intake process and routes intakes to the appropriate attorney and staff.
• Follows up on client leads from the website and gathers information for an intake.
• Completes daily and monthly reports.
• Answers telephones and directs the caller to the appropriate person. Will transfer a caller to a person’s voice mailbox when they are not available.
• Greets and directs visitors to the firm.
• Takes and retrieves messages for various personnel.
• Provides callers with information such as address, directions to the firm, fax number, website address and other related information.
• Organizes outgoing mail and delivers packages when received.
• Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
• Verifies and tracks daily intakes to ensure a fair distributions process, lack of duplication and accurate record keeping.
• Maintains and organizes company give-a-ways to clients.
• Assists with other related clerical duties on request.

 
Competencies

• Impeccable Attendance Records.
• Flexibility.
• Communication Proficiency.
• Collaboration Skills.
• Customer/Client Focus.
• Technical Capacity.
  
  

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets.

Position Type and Expected Hours of Work

This is a full-time position, and hours of work and days are Monday through Friday, 8:30 a.m. to 5 p.m.

This position does NOT offer a work-from-home option.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to sit for long periods of time; stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

Required Education and Experience

1. High school diploma.
2. Three years of administrative experience.

Preferred Education and Experience

1. Two year college degree.
2. Previous experience as an Intake Coordinator, Receptionist or in a Call Center is preferred but not required.
3. Previous experience working in a law firm is preferred but not required.
4. Previous experience with Workers’ Compensation, Social Security and/or Personal Injury is preferred but not required.