Intake Manager Jobs in Virginia (NOW HIRING)

The Intake Specialist is the first point of contact for prospective clients and plays a critical role in shaping their first impression of the firm. This person conducts warm, careful intake conversations, screens matters against the firm's exclusive appellate focus, and connects those we cannot help with a trusted referral partner. Beyond intake, this role also supports client communications and new-client onboarding, and works closely with the rest of the team to keep records, trackers, and files accurate and current. This is a full-time position. Because the firm receives a modest volume of intake calls (up to five per day), the role also includes client communications and onboarding responsibilities beyond phone screening. How to Apply: Send an email to Rachelyates@yatesappeals.com with: (1) a subject line that says “Intake Specialist Application.” Note: This is a test; (2) instead of a traditional cover letter, tell us about a time you had to help someone feel confident and taken care of during a stressful or uncertain moment. What did you do, and why did it work? (3) Do NOT apply on Wizehire; instead, apply via email only. Responsibilities: Client Intake & Screening • Serve as the first point of contact for prospective clients calling or writing to the firm • Conduct thoughtful, empathetic intake conversations to understand each caller's situation and legal need • Assess whether a matter falls within the firm's exclusive focus on Virginia appellate practice • Clearly and professionally explain the firm's scope of practice to callers whose matters fall outside it • Identify appropriate referral partners for matters outside the firm's scope and facilitate warm handoffs • Accurately document intake calls, capturing key facts, deadlines, and case details Client Communications • Communicate with prospective and current clients by phone, email, and written correspondence • Draft clear, professional, and empathetic written communications, including intake summaries, follow-up emails, and referral letters • Serve as a responsive, reassuring point of contact for clients navigating a stressful legal process Client Onboarding • Guide new clients through onboarding, including engagement paperwork, fee agreements, and initial file setup • Ensure onboarding documentation is complete, accurate, and properly filed • Coordinate with attorneys and staff to ensure a smooth transition from intake to active representation Organization & Documentation • Maintain detailed, accurate records of all intake inquiries, referrals, and client communications • Track the status of each inquiry from first contact through resolution (engagement or referral) • Maintain and update intake logs, referral trackers, and related systems • Flag deadlines, follow-ups, and outstanding items to keep the team on track Team Collaboration • Work closely with attorneys and staff to understand current caseload capacity and case criteria • Communicate proactively about incoming inquiries and potential new matters • Contribute to a supportive, collaborative team culture Qualifications: • Excellent spoken and written communication skills; comfortable producing clear, professional writing daily • Strong organizational skills and close attention to detail • Genuine warmth and empathy, including with people who may be under stress • A clear understanding of the importance of accurate documentation and follow-through • Self-motivated, with a strong desire to learn, grow, and improve • Comfortable working as part of a small, closely coordinated team • Prior experience in a law firm, legal intake, customer service, or other client-facing role preferred but not required • Proficiency with standard office and case-management software, or a demonstrated ability to learn new systems quickly Compensation: $42,000 - $50,000 yearly

• Client Intake & Screening • Serve as the first point of contact for prospective clients calling or writing to the firm • Conduct thoughtful, empathetic intake conversations to understand each caller's situation and legal need • Assess whether a matter falls within the firm's exclusive focus on Virginia appellate practice • Clearly and professionally explain the firm's scope of practice to callers whose matters fall outside it • Identify appropriate referral partners for matters outside the firm's scope and facilitate warm handoffs • Accurately document intake calls, capturing key facts, deadlines, and case detailsClient Communications • Communicate with prospective and current clients by phone, email, and written correspondence • Draft clear, professional, and empathetic written communications, including intake summaries, follow-up emails, and referral letters • Serve as a responsive, reassuring point of contact for clients navigating a stressful legal processClient Onboarding • Guide new clients through onboarding, including engagement paperwork, fee agreements, and initial file setup • Ensure onboarding documentation is complete, accurate, and properly filed • Coordinate with attorneys and staff to ensure a smooth transition from intake to active representationOrganization & Documentation • Maintain detailed, accurate records of all intake inquiries, referrals, and client communications • Track the status of each inquiry from first contact through resolution (engagement or referral) • Maintain and update intake logs, referral trackers, and related systems • Flag deadlines, follow-ups, and outstanding items to keep the team on trackTeam Collaboration • Work closely with attorneys and staff to understand current caseload capacity and case criteria • Communicate proactively about incoming inquiries and potential new matters • Contribute to a supportive, collaborative team culture

Compensation:
$42,000-$50,000 per year