Intake Specialist | Legal Intake and Scheduling Specialist

Accountabilities: Answer incoming calls from prospective clients through the main phone line using VXT, providing a welcoming and professional first point of contact. Return missed calls and respond to voicemails within the same business day. Listen actively, gather relevant information, and accurately document prospective clients' inquiries and circumstances. Screen prospective clients according to established written intake procedures and qualification criteria. Identify inquiries that align with the practice areas and intake requirements, exercising sound judgment throughout the screening process. Communicate professionally and compassionately with callers, including individuals experiencing sensitive or emotionally difficult situations. Enter, organize, and maintain prospective client leads, communication histories, and follow-up activities in Clio Grow. Schedule consultations between qualified prospective clients and attorneys. Maintain scheduled email and phone follow-ups to ensure timely and consistent communication. Provide flat-fee quotations in accordance with the established fee schedule. Process prospective client payments through Clio. Prepare and send engagement agreements for electronic signature. Protect confidential information and comply with all applicable privacy and confidentiality procedures. Follow established intake guidelines and avoid providing legal advice or evaluating the legal merits of prospective cases. Requirements Previous experience in law firm intake or a call center is preferred. Criminal defense experience is highly preferred. Experience handling inbound and outbound calls, qualifying leads, and coordinating appointments is an advantage. Familiarity with legal intake procedures and client management processes is beneficial. Experience with Clio Grow is preferred, or willingness to learn the platform. Familiarity with VXT or other cloud-based phone systems is an advantage. Ability to manage email and phone follow-up schedules, electronic engagement agreements, and client payment processing. Advanced English proficiency is required, particularly for frequent telephone communication and written correspondence. Spanish proficiency is a plus. Excellent verbal and written communication skills, with a warm, professional telephone manner. Strong empathy, emotional intelligence, and active listening skills, with the ability to make callers feel heard, comfortable, and supported. Sound judgment and critical thinking when screening inquiries against established criteria. Patience and composure when handling sensitive, emotional, or challenging conversations. Strong organizational and time management skills, with the ability to manage multiple inquiries, appointments, and follow-up tasks simultaneously. High attention to detail when collecting, entering, and maintaining prospective client information. Reliability, accountability, and consistent follow-through. Ability to work independently while adhering to established procedures and guidelines. Professionalism and discretion when handling sensitive and confidential information. Adaptability and willingness to learn new software, procedures, and workflows. Willingness to sign a confidentiality agreement and successfully complete a criminal background check. Understanding that the role does not involve providing legal advice or assessing the legal merits of a case. Working schedule: Monday to Friday, 9:00 AM–5:00 PM Central Standard Time (Missouri time). Availability to work consistently within the specified time zone is required. Benefits Monthly compensation of USD 1,437. Fully remote work arrangement from Brazil. Opportunity to gain experience supporting a US-based criminal defense practice. Exposure to legal intake and client management platforms, including Clio Grow and VXT. Opportunity to develop client communication, lead qualification, scheduling, and legal administration skills. Experience working in a structured, client-focused remote environment.