Intake Specialist

Job Description

Job Description

Legal Intake Specialist (Coral Gables)

Position: Legal Intake Specialist

Location: Coral Gables, FL

About the Role

As the first point of contact for prospective clients, the Legal Intake Specialist will play a pivotal role in shaping the firm’s client experience and supporting attorneys by screening new cases, gathering information, and managing the onboarding process. This is a client-facing, high-impact role critical to the firm’s growth and operational efficiency.

Key Responsibilities

• Respond promptly to incoming client inquiries (phone, email, web) with professionalism, empathy, and discretion.
• Conduct thorough initial interviews to collect essential information about the client and their legal matter (background, facts, documentation).
• Screen and pre-qualify potential cases for alignment with the firm’s practice areas (e.g. real estate, landlord/tenant, litigation).
• Enter client and case data into the firm’s case management or CRM system; ensure accurate and organized records.
• Schedule consultations between qualified clients and appropriate attorneys, coordinate calendars, and send confirmations/reminders.
• Onboarding new clients: prepare engagement/retainer paperwork, ensure completed forms, and maintain compliance with confidentiality protocols.
• Maintain professional, empathetic communication throughout the intake process guiding clients, answering questions, and providing a reassuring first impression.
• Collaborate with marketing and legal teams when needed, including coordinating referrals or outreach based on intake leads.

Preferred Qualifications & Skills

• Prior legal-office, paralegal, or intake experience preferred.
• Strong verbal and written communication skills — ability to interact empathetically and professionally with prospective clients.
• Excellent organizational skills, attention to detail, and ability to manage multiple tasks consistently.
• Basic familiarity with legal terminology and procedures helpful.
• Competency in case-management or CRM software, as well as standard office software (e.g. MS Office).
• Bilingual (English/Spanish) may be a plus if serving diverse clients — desirable for firms with broad client base.
• High level of confidentiality, professionalism, and reliability.