Intake Specialist

Intake Specialist (Legal) – Estate Planning & Probate

Robert Half is partnering with a well-established and highly regarded law firm to identify an experienced Intake Specialist to join their growing team. This is a key, client-facing role responsible for managing the initial client experience and ensuring a seamless onboarding process for new matters.

The Intake Specialist serves as the first point of contact for prospective clients, playing a critical role in shaping the firm’s client relationships from the outset. This position offers strong visibility and the opportunity to work closely with attorneys and legal staff while leveraging modern practice management tools.

Key Responsibilities

• Serve as the primary contact for all incoming inquiries via phone, email, and online channels, delivering a high level of professionalism and client care
• Conduct detailed intake interviews to gather relevant information, assess legal needs, and evaluate urgency
• Open and manage new matters within the firm’s practice management system (Clio), including running conflict checks and coordinating scheduling
• Maintain accurate, organized client records throughout the intake and onboarding process
• Collaborate with attorneys and paralegals to communicate intake status and ensure efficient handoff of new matters
• Proactively follow up with prospective clients and track conversion from inquiry to engagement
• Support ongoing improvements to intake workflows and client experience processes

Qualifications

• Minimum of 2+ years of experience in a legal intake, client services, or front-facing law firm role
• Prior exposure to estate planning, probate, or elder law strongly preferred
• Experience with legal practice management systems required; Clio Manage preferred, with Clio Grow a plus
• Exceptional communication skills, with the ability to interact with clients in a professional, empathetic, and clear manner
• Highly organized with strong attention to detail and the ability to manage multiple priorities in a fast-paced environment
• Technologically proficient and adaptable to new systems and workflows
• Proven ability to handle sensitive and confidential information with discretion
• Team-oriented approach with a positive, collaborative mindset

Why This Opportunity

This is an excellent opportunity for a legal intake professional who enjoys client interaction and wants to play a meaningful role in delivering a high-quality client experience. The firm offers a collaborative team environment, modern systems, and a strong commitment to service excellence.

Firm offers full benefits including 2 weeks PTO, 401K with matching, profit sharing, fully paid medical/dental/vision coverage, and chance for long-term growth in the role.

• At least 1 year of experience in legal intake, client services, or a similar law firm role.

• Prior exposure to estate planning, probate, or elder law matters is preferred.

• Excellent verbal and written communication skills with a detail-oriented, compassionate, and client-focused approach.

• Strong technical ability and confidence learning new software, systems, and office workflows.

• High level of accuracy, organization, and the ability to balance multiple tasks effectively.