Client Intake Assistant Jobs in Illinois (NOW HIRING)

Legal Receptionist & Client Intake Specialist

Amata Management | Full-Time | Chicago, IL | On-Site | Monday–Friday 8AM–5PM | $19.00–$22.00/hr

Most receptionists answer phones for one firm. At Amata, you'll answer for over 400, each with their own greeting, protocols, and clients calling in with real legal needs. If you thrive under pressure, take pride in your phone presence, and can switch gears in an instant, this role was built for you.

Amata Management is seeking a sharp, composed, and professionally polished Legal Receptionist & Client Intake Specialist to join our front-line team. This is the kind of role where your voice, your judgment, and your ability to make someone feel heard, in the first 30 seconds of a call, directly impact the success of the attorneys we serve.

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THIS IS NOT ORDINARY PHONE WORK

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Every call you answer represents a different law firm, with its own name, greeting, and intake process. You'll know when to warmly gather a potential new client's information, when to screen a call for a busy attorney, and when to handle a sensitive legal inquiry with discretion and calm.

Legal client intake is the first touchpoint between a person in need and the attorney who can help them. You are that first touchpoint for over 400 firms, every single day.

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ABOUT AMATA MANAGEMENT

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Amata Management is an alternative legal services provider supporting over 400 solo and small practice law firms across four premier downtown Chicago locations — 77 W Wacker, 150 S Wacker, 181 W Madison, and 33 N Dearborn. We provide our client attorneys with scalable office space, live reception, new client intake, administrative support, and on-demand paralegal services — allowing them to focus entirely on practicing law. Our reception team is the voice of every firm we serve, and we take that responsibility seriously.

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WHAT YOU'LL DO

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PHONE & CLIENT INTAKE

• Answer incoming calls for 400+ client law firms, each using their firm's unique greeting and call protocol

• Conduct professional new client intake calls — gathering caller information, matter type, and key details accurately and empathetically

• Screen, transfer, and route calls appropriately based on each firm's specific instructions

• Handle sensitive and emotionally charged calls with composure, discretion, and professionalism

• Take detailed, accurate messages and ensure timely delivery to the appropriate attorney or staff

• Schedule client appointments and consultations on behalf of attorney clients

• Learn and maintain familiarity with each firm's practice areas, key personnel, and call preferences

ADMINISTRATIVE SUPPORT

• Greet and direct all visitors, clients, and vendors with warmth and professionalism

• Sort and distribute incoming mail; process outgoing mail and overnight shipments

• Schedule and manage conference room bookings; coordinate catering as requested

• Arrange messenger services and courier pickups

• Assist with document redaction and basic administrative tasks as needed

• Support team members across Amata's locations as needs arise

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WHAT WE'RE LOOKING FOR

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• Exceptional phone presence — warm, professional, clear, and calm under pressure

• Prior experience in a legal, medical, or other professional services reception or intake role strongly preferred

• Ability to quickly switch context between firms, greetings, and protocols without missing a beat

• Strong active listening skills — you hear what callers need, even when they don't know how to say it

• High degree of discretion — you understand that legal calls are confidential and often sensitive

• Excellent written and verbal communication skills; strong attention to detail in message-taking

• Ability to manage high call volume while simultaneously handling in-person visitors and admin tasks

• Proficiency in Microsoft Office; comfort learning new phone systems, scheduling tools, and databases

• Consistent professionalism in appearance, tone, and conduct — you are the first impression of 400+ firms

• Strong problem-solving instincts and the ability to make smart, calm decisions independently

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WHY AMATA MANAGEMENT?

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• A genuinely unique role — no two days, no two calls, and no two firms are ever quite the same

• Front-row exposure to Chicago's legal community across dozens of practice areas and firm types

• Collaborative, tight-knit team that values kindness, professionalism, and a shared sense of humor

• Four premier downtown Chicago locations

• Competitive hourly rate: $19.00–$22.00/hr based on experience

• Health, dental, and vision insurance

• Paid time off and holidays

• 401(k) retirement plan

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HOW TO APPLY

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Apply directly through LinkedIn or send your resume to hr@amataoffices.com.

Think you can handle it? We'd love to meet you.

amataoffices.com | Chicago, IL