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Client Intake Assistant Jobs (NOW HIRING)

Manning Law, APC

Be Seen First

Legal Intake Assistant

Foothill Ranch, CA · On-site

$22.50/hr

Reviewing and processing client or case submissions * Gathering and organizing relevant information to assist with case setup * Performing accurate data entry and file maintenance * Processing ...

New

Suncoast Center

Intake Assistant

Saint Petersburg, FL · On-site

Functions as access and intake point for new referrals. * Speaks in a warm, friendly manner ... Follows up on all pending client issues. * Works well in a team environment. * Is cross-trained to ...

Yampaglia Law

Intake Specialist

Rutherford, NJ · On-site

$22 - $35/hr

Coordinate with attorneys, paralegals, and support staff to facilitate seamless client onboarding. * Monitor intake performance metrics and assist with reporting requirements. * Deliver exceptional ...

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How much do client intake assistant jobs pay per hour?

As of Jul 14, 2026, the average hourly pay for client intake assistant in the United States is $25.09, according to ZipRecruiter salary data. Most workers in this role earn between $20.19 and $28.85 per hour, depending on experience, location, and employer.

What are some common challenges faced by a Client Intake Assistant, and how can they be addressed?

Client Intake Assistants often encounter challenges such as managing a high volume of inquiries, accurately collecting sensitive information, and maintaining clear communication between clients and the team. Staying organized with digital tools and checklists can help ensure information is not lost or overlooked. Additionally, developing strong interpersonal skills and keeping up-to-date with the latest intake protocols can help streamline the process and provide clients with a positive first impression of the organization.

What is the difference between Client Intake Assistant vs Customer Service Representative?

AspectClient Intake AssistantCustomer Service Representative
Required CredentialsHigh school diploma; some roles may prefer administrative or customer service experienceHigh school diploma; customer service experience often preferred
Work EnvironmentOffice settings, healthcare, legal, or financial industriesRetail, call centers, corporate offices, various industries
Employer & Industry UsageUsed in healthcare, legal, financial sectors for client onboardingUsed across retail, telecom, banking for customer support
Search & Comparison IntentUnderstanding client onboarding roles and responsibilitiesCustomer support and service functions

The main difference is that a Client Intake Assistant focuses on onboarding clients, gathering initial information, and setting up accounts in specialized industries like healthcare or legal. A Customer Service Representative handles ongoing support, inquiries, and issue resolution across various sectors. Both roles require strong communication skills but serve different stages of the client or customer journey.

What are the key skills and qualifications needed to thrive as a Client Intake Assistant, and why are they important?

To thrive as a Client Intake Assistant, you need strong organizational abilities, attention to detail, and familiarity with client management processes, often supported by a high school diploma or associate degree. Proficiency with customer relationship management (CRM) software, data entry systems, and office productivity tools is typically required. Excellent communication, active listening, and a friendly, professional demeanor help you build rapport and accurately gather client information. These skills ensure efficient, accurate client onboarding and a positive first impression for your organization.

What are Client Intake Assistants?

Client Intake Assistants are administrative professionals who serve as the first point of contact for new clients in organizations such as law firms, medical offices, or social service agencies. They are responsible for gathering and verifying client information, explaining services, scheduling appointments, and ensuring all necessary documentation is completed accurately. Their role is crucial in creating a positive first impression and streamlining the onboarding process for clients. Client Intake Assistants also help ensure compliance with privacy and confidentiality standards.
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Client Intake Assistant jobs near you
IP Client Intake Coordinator

IP Client Intake Coordinator

Womble Bond Dickinson

Manhattan, NY • On-site

$70K - $79K/yr

Full-time

Re-posted 28 days ago

Job description

Womble Bond Dickinson (US) LLP, a transatlantic law firm, seeks an IP Client Intake Coordinator to join its team. The IP Client Intake Coordinator is responsible for managing the initial intake, setup, and quality control of new intellectual property matters within the docketing system. This role serves as a critical link between clients, attorneys, paralegals, and the docketing team to ensure accurate matter creation, timely data entry, and compliance with firm and client-specific procedures. The ideal candidate has strong experience with FoundationIP, a solid understanding of U.S. and foreign IP prosecution workflows, familiarity with IP annuities/maintenance fee processes and lifecycle management and has exceptional attention to detail.
RESPONSIBILITIES:Client Intake:
  • Manage end-to-end intake of new IP matters (patents, trademarks, and related filings).
  • Review client instructions and documentation for accuracy and completeness.
  • Create and configure matters in FoundationIP, ensuring precise data entry and rule application.
  • Partner with conflicts, matter opening, and other internal teams to ensure smooth onboarding.

Docketing & Data Management:
  • Enter, verify, and maintain critical IP data and deadlines in FoundationIP.
  • Perform quality control checks to ensure accuracy of matter setup and docketed events.
  • Collaborate with docketing staff to ensure deadlines are properly calculated and monitored.
  • Update matters as prosecution progresses, including changes in status, ownership, and correspondence details as related to the intake.
  • Maintain and validate annuity and maintenance fee data, ensuring deadlines are accurately captured and monitored within the system.

Communication & Coordination:
  • Serve as primary point of contact for intake-related questions from attorneys, paralegals, and clients as well as assist with responding to client inquiries related to matter setup and docketing procedures.
  • Communicate clearly with internal departments/teams regarding intake status, missing information and timeline expectations.

IP Annuities & Maintenance Management:
  • Support the intake and setup of annuity-related data, including maintenance fee schedules for patents and renewals for trademarks.
  • Coordinate with internal teams and external annuity service providers to ensure accurate tracking of renewal deadlines.
  • Verify annuity instructions and ensure proper recording of fee-related deadlines within FoundationIP.
  • Assist in monitoring annuity status and ensuring alignment with client-specific renewal strategies and instructions.

Compliance & Process Improvement:
  • Ensure adherence to firm policies, best practices and client-specific docketing guidelines.
  • Identify opportunities to improve workflows to enhance efficiency and accuracy.
  • Support audits, data cleanup initiatives and system enhancements related to FoundationIP.

Core Competencies:
  • Clear, professional communication skills.
  • Detail-oriented and quality-driven.
  • Strong analytical and problem-solving skills.
  • Ability to work independently as well as collaboratively.
  • Client-service mindset.
  • Adaptability in a fast-paced, deadline-driven environment.
  • Strong organizational and time-management skills, with the ability to manage multiple intakes simultaneously.
  • Ability to solve practical problems and deal with a variety of real variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Requirements:
  • 5+ years of experience in IP docketing, with a strong focus on client/matter intake.
  • Advanced experience with FoundationIP and FIP Direct.
  • Solid understanding of U.S. and Foreign patent and trademark prosecution processes.
  • Ability to maintain and validate annuity and maintenance fee data within FoundationIP, ensuring deadlines are accurately captured and monitored within the system.
  • High level of accuracy and attention to detail, particularly with deadlines and data integrity.
  • Bachelor's Degree (B.A.) preferred.
  • Experience working in an IP focused law firm/practice group.
  • Familiarity with billing or engagement intake processes.
  • Experience supporting audits, migrations, or system enhancements involving FoundationIP.
  • Experience working with IP annuity service providers or managing annuity workflows within FoundationIP.
  • Must have strong working knowledge of technology such as Microsoft Word, PowerPoint, and Excel.

This position is subject to export control laws.
Compensation: The national average salary range is $70,000-$79,200. The salary may be higher or lower depending on internal equity and years of experience.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights notice from the Department of Labor.

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