Job Description

CHARACTERISTICS

The ideal applicant for the  CLIENT INTAKE COORDINATOR position will project a professional image for the firm. They will be fresh with the right general qualifications and can quickly learn the specific job duties through training. They will appreciate and be dedicated to diligence, excellence, and continuous improvement. This position will require compliance with the Florida State Bar Rules of Professional Conduct, Rules of Court, and Code of Civil Procedure.

RESPONSIBILITIES

• CLIENT INTAKE:  Act as the first point of contact for “Potential New Clients”, offering a warm and professional welcome.
• Receive inquiries from potential new clients via phone, email, website referrals, or other referral channels.
• Contact potential new clients via phone, email, or text to have them complete the intake form and schedule a consultation.
• Guide potential new clients through the intake form and provide basic information about the firm’s services.
• Follow up with potential new clients to collect and accurately record client information and documents (including personal details, case specifics, and other relevant data) in Lawmatics to confirm their suitability as potential clients.
• Maintain regular communication with clients throughout the intake process, providing updates and addressing any questions or concerns.
• Check in potential new clients for phone or Zoom video consultations.
• Ensure the firm’s calendar is current and accurately reflects rescheduled and canceled consultations.
• Prepare and send client retainer agreements using Word, Dropbox, and DocuSign.
• After the Managing Attorney's consultation, guide the potential new client through the client retainer agreement.
• Follow up via phone, email, and text to confirm receipt of the retainer agreement and address any questions or concerns until the client either declines to proceed or signs the agreement and makes a payment.
• Liaise with various departments to ensure a seamless transition from intake to active case management, including scheduling consultations and follow-ups.
• PHONE RECEPTION : Serve as the primary contact for all incoming calls, unless a call is directed to another extension.
• CORRESPONDENCE : Draft and respond to emails, letters, and notices. Interface with the reception office, vendors, and consultants.
• REPORTING: Prepare and present monthly reports, including the PNC report and Rize Review report.
• MANAGE CLIENT REVIEWS : Oversee client reviews on platforms such as Rize App, Yelp, Google, AVVO, LinkedIn, etc.
• ADMINISTRATIVE SUPPORT : Assist with other administrative tasks as needed to support the client services team.

QUALIFICATIONS:

• EXPERIENCE : 1-2 years of experience in a client-facing role, ideally within the legal industry, with a strong preference for those who have worked at a litigation law firm in LA County. Experience in business, real estate, family law, and/or related contract litigation matters is highly desirable.
• EDUCATION : High School degree or equivalent certification.
• CHARACTER : Driven, meticulous, motivated, energetic, outgoing, able to meet short deadlines, trustworthy, and ready to "hit the ground running.”
• Self-Motivated: Able to stay on task and act without being prodded.
• Disciplined: Set deadlines and follow through on them, avoiding personal responsibilities during the workday.
• Ability to Prioritize: Recognize urgent and important tasks to focus on at any given time.
• Highly Responsive: Always reachable during the workday, within minutes, via phone, message, and/or email.
• Problem-Solving Skills: Possess the initiative to seek and determine answers to any problems.
• Previous experience in a sales role where you were held accountable to meeting specific sales targets (quotas) and tracking key performance indicators (KPIs) is a plus.
• COMMUNICATION : Proficiency in Spanish and English; Articulate, clear phone voice; excellent spelling, grammar, punctuation, and formatting. Able to accept criticism and direction well.
• REFERENCES : Trustworthy, dependable, and clear background report.

Block & Colucci, P.A. is an Equal Opportunity Employer.

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