Want to be part of a great team? Review the opening below for the Client Intake Specialist/Office Administration position. Please send inquiries and resumes to Lorilyn@SeamonLawOffices.com for consideration.
Proficient in basic Microsoft applications (Word, Excel)
Likes to learn new things
Likes to work as part of a team
Familiar with Apple products (Office uses iMacs and iPad)
Familiar with Clio and Lexicata software
Marketing/Social Media skills
Experience in law office and/or estate planning
Responsibilities may include, but are not limited to:
General Office Duties
Maintain Office Organization and Cleanliness
Assist with updating and coordinating Google calendar
Keep record of every phone call, letter, conference, etc. in client database
Organize according to company needs
Update accordingly with new client information
Perform any necessary business tasks: make copies, scan, etc.
Greet clients as needed in a friendly, professional manner
Other duties as assigned
Make reminder calls for upcoming appointments
Intake Specialist Duties
As calls come in for 1st appointments, send out intake packets to prospective clients.
Include: intake, directions, self-addressed, stamped envelope or send via e-mail
Ensure all client contact information properly entered in Lexicata
Move clients along the intake pipeline
Review Intake Sent/Intake Received category once a week and move Unretained consultations from that week to Unretained at Consult once a wee
Send Unretained email/Letter to clients in Unretained at Consult category once per month
Answer all incoming phone calls and take necessary action.
Handle basic calls regarding scheduled/scheduling appointments and gather enough information to transfer to the appropriate team member for all other calls. Enter name and contact information of caller into Lexicata.
Forward other calls to appropriate team members.
Opening New Cases
When a Client retains, scan all documents
Start online file
Export matter from Lexicata to Clio and update Clio Record
Assign appropriate task lists based on case
Assist with creation of Client Summary as directed by the Legal Assistant
When a case is completed, make sure all documents are scanned
Organize & move file to closed cases
Update client database accordingly
Review and update summary sheet
Assist with Client Care Plan (as requested)
Help the Office Manager maintain the Client Care Plan spreadsheet
Upload information to ClioConnect and share with client
Complete Legal Directives and EDirectives Enrollment
Generate expiration letters
Assist with generating 3 month funding review worksheets
Mail cards directly as needed to clients for the following:
Update client database and file to indicate DOD
Work with Office Manager to send Thanksgiving cards annually
Update and maintain Address spreadsheet throughout the year