Legal Intake Specialist

🏛️ About our client

Our client is a boutique law firm based in Tarzana, California, specializing in estate planning, trust administration, elder law, and probate.

The firm helps individuals and families navigate important and often emotionally challenging legal matters. Its approach is built around empathy, trust, and personalized client care. The team combines high professional standards with a relaxed, collaborative, and supportive working environment.

🎯 About the role

Our client is looking for a Legal Intake Specialist to become the first point of contact for prospective clients, ensuring every person feels heard, supported, and confident from their very first interaction with the firm.

You will start with administrative and team support while you learn the firm's practice areas and systems, and over your first several months you will grow into full client intake.

This role is ideal for someone with strong communication skills, emotional intelligence, and a genuine passion for helping people. You don't need a legal background — the firm provides comprehensive training on its practice areas, systems, and workflows.

Key Responsibilities:

🤝 Client Interaction & Intake • Serve as the first point of contact for prospective clients via phone, email, and text. • Conduct initial conversations, ask thoughtful follow-up questions, and understand clients' legal needs. • Explain the firm's services, processes, and next steps in a clear and reassuring way. • Provide a calm, empathetic, and professional experience, especially when communicating with people facing stressful or sensitive situations.

📝 Data Collection & Documentation • Follow established scripts, intake protocols, and AI-powered workflows to collect accurate information. • Document client details, key facts, and relevant case information in the firm's systems. • Handle confidential personal, medical, and financial information with care and discretion. • Maintain accurate, organized, and attorney-ready intake records.

📅 Coordination & Communication • Schedule initial calls and consultations with attorneys or paralegals. • Match prospective clients with the appropriate attorney and practice area. • Communicate client needs, urgency, and relevant details to the legal team. • Escalate complex or time-sensitive matters when necessary.

💬 Client Management & Follow-up • Manage the intake process from the first inquiry through client engagement. • Track prospective clients and proactively follow up on pending matters. • Build trust through thoughtful communication without applying high-pressure sales tactics. • Ensure consistent and reliable follow-through throughout the client journey.

⚙️ Administrative & Operational Support • Manage intake forms, engagement documents, and onboarding materials. • Maintain organized digital files, including scanning, filing, and document naming. • Support the intake team and cross-train with colleagues to ensure smooth daily operations. • Contribute ideas to improve intake processes and the overall client experience.

🧩 Requirements • Previous client-facing experience in customer service, hospitality, school admissions, healthcare, senior care, social services, or legal environments. • Strong emotional intelligence, patience, and the ability to communicate calmly with people experiencing stress, grief, or uncertainty. • Excellent verbal and written communication skills, including clear, friendly phone communication. • Strong typing and note-taking skills, including the ability to document information during phone conversations. • Comfortable working with Mac computers and learning new technologies, including AI-powered tools. • Organized and eager to learn, with strong attention to detail, initiative, and dependable follow-through. • Openness to feedback, willingness to learn, and ability to ask for help when needed. • High school diploma or equivalent. • Ability to commute to the Tarzana office within approximately 30 minutes during weekday rush hour.

No previous law firm experience is required! Full training is provided, starting with hands-on guidance from the existing intake team.

⭐ Nice to have • Experience in estate planning, elder law, probate, or trust administration. • Familiarity with Clio or other CRM / case management systems. • Experience with VOIP phone systems and structured, script-based workflows. • Educational background in social work, psychology, or communications.

🎁 What our client offers • Compensation: $22–26 per hour, depending on experience. • 401(k) matching and profit sharing. • $300 monthly contribution toward group health insurance. • Paid holidays. • Office closure between Christmas and New Year's. • Comprehensive onboarding and hands-on training. • A supportive, collaborative, and drama-free team.

📍 Location & Work Format Tarzana, CA, USA — fully in-office. Schedule: Full-time.