Legal Intake Specialist VA
A senior Legal Intake Specialist qualifies your new enquiries, gathers the facts and documents, runs conflict checks and books consultations, so your lawyers only spend time on matters worth taking and no good lead goes cold.
- Top 1% vetted talent
- No lock-in contracts
- Replacement guarantee
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Hourly rates · No lock-in contracts
Description
A Legal Intake Specialist VA manages new enquiries from first contact through qualification and consultation booking. They can collect case details, run conflict checks, gather documents, follow up prospects and maintain intake records without giving legal advice. Outsource Teams provides top 1% vetted talent with legal or professional-services intake experience, no lock-in contracts and a replacement guarantee, helping firms respond quickly to potential clients and keep suitable enquiries moving.
Responsibilities
- Respond to new enquiries by phone, web form, chat and email within minutes during business hours.
- Conduct structured intake interviews using the firm's scripts and capture the facts, dates, parties and documents.
- Qualify potential matters against the firm's practice areas and acceptance criteria and route them accordingly.
- Run conflict checks and record the results before booking any consultation.
- Book consultations, send engagement documents and confirmations, and follow up unsigned agreements.
- Enter every lead in the intake CRM, such as Lawmatics, Clio Grow, Lead Docket or HubSpot, with source and status.
- Follow up prospects on a defined cadence until they sign, decline or are closed out.
- Report weekly on lead volume, source, conversion and lost reasons.
- Keep intake scripts and FAQs current with the lawyers' guidance and never give legal advice.
Software & Tools
Requirements
- 5+ years in intake, inside sales or client services, with at least 2 years in a legal or professional services setting.
- Experience with intake and CRM tools such as Lawmatics, Clio Grow, Lead Docket or HubSpot.
- Confident, empathetic spoken English for interviewing people who are often stressed, and clear written follow-up.
- Ability to qualify against criteria and ask precise questions without offering legal opinions.
- Track record of hitting response-time and conversion targets.
- Organised and persistent, comfortable working a follow-up pipeline every day.
- High-speed internet with backup power and a quiet space, available across the client's enquiry hours.
Frequently Asked Questions
What happens when a new enquiry comes in?
They can respond by phone, web form, chat or email, conduct a structured intake interview and record the important facts, dates, parties and documents.
Can they qualify potential matters?
Yes. They can assess enquiries against the firm’s practice areas and acceptance criteria and route them accordingly, without offering legal opinions.
What systems can they use?
They can work with Clio Grow, Lawmatics, LEAP, Calendly and Microsoft 365, as well as intake platforms such as Lead Docket and HubSpot.
How experienced are the candidates?
Candidates are expected to have at least five years in intake, inside sales or client services, including at least two years in legal or professional services.
How much does it cost?
Rates start at $7 USD per hour for entry level, $9 USD per hour for intermediate and $12 USD per hour for senior talent. Full-time and part-time options are available.
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