Intake Specialist

Whitcomb Selinsky, PC, a boutique law firm located in Denver, Colorado, is seeking a full-time Intake Specialist to join our team!

The Intake Specialist supports the overall marketing and business development (BD) efforts of the firm, collaborating with team members to support implementation of key initiatives for the assigned practices. This position supports the development of practice-wide and cross-practice initiatives, primarily focusing on their implementation. In addition, this role:

• Helps coordinate and execute the firm’s business development efforts.
• Drives and manages process improvements within the business development function.
• Leads all day-to-day business development support at a practice level.

The successful candidate will be part of our marketing team and work closely with the entire legal team to support business development initiatives that grow the firm. This role provides an excellent opportunity to develop outstanding business development skills. The successful candidate will have excellent communication skills, be able to juggle multiple projects simultaneously, and collaborate effectively with internal stakeholders. The right person for this job will have strong project management skills, exceptional communication skills, and outstanding organizational skills, be self-motivated, have a positive attitude, and exhibit focused attention to detail.

Responsibilities:

• Survey prospective clients and discern case issues to match them with talented attorneys who will handle their matter.
• Partner with the firm’s paralegals and Practice Group Leads (PGLs) to develop the appropriate intake forms for initial prospect inquiries.
• Provide back-up receptionist duties on all incoming phone calls to the law firm.
• Support new client onboarding, data entry, and new client tracking.
• Help potential clients book intake consultation.
• Respond to and evaluate prospective client inquiries and phone calls.
  • Analyze their case fit and ensure handling of difficult personal circumstances.
  • Set appointments for potential clients with matched attorneys.
  • Monitor new client onboarding and client satisfaction through data entry and tracking.
• To ensure operational efficiency, perform miscellaneous clerical tasks as needed, including research, spreadsheet management, and email communications.
• Leverage firm tools to manage data and create reports in support of business development campaigns, including developing mailing lists.
• Serve as business development liaison to assigned practice groups, and client teams.
• Develop and implement business development plans that identify opportunities to expand existing client relationships, generate new business, cross-sell services and increase visibility.

Communication:

• Engage in inbound and outbound calls to understand the potential client's situation, empathetically listen to their concerns, and documenting details accurately.
• Communicate clearly and frequently about activities, duties, and developments.
• Utilize administrative skills for data entry and completing intakes for each practice area.
• Identify problems; troubleshoot appropriately toward a timely resolution.

Core skills:

• Excellent written and verbal communication
• Excellent interpersonal skills
• Ability to work with cross-functional teams
• Ability to work independently

Tools of the trade:

• Recent versions of Microsoft Office software suites
• Clio Grow Case management
• HubSpot CRM
• RingCentral
• Digital communications systems, such as HubSpot and social media

Qualifications:

• High level of proficiency using computers, including: database software, HubSpot, Adobe, and Windows applications.
• Good spelling, writing, and proofreading skills.
• Strong attention to detail, critical thinking, and analytical skills.
• Exceptional organizational skills to prioritize and handle detailed and repetitive work and to assess, recommend and implement improved workflows and procedures.
• Ability to work under pressure and maintain composure with minimal supervision.
• Good interpersonal/communication skills to work effectively with personnel at all levels within the firm.