Responsibilities
- Act as the primary point of contact for all new inquiries, conducting initial "first touch" interviews to intelligently screen and vet potential cases based on the firm’s specific litigation criteria.
- Drive the onboarding pipeline by proactively following up with potential clients; this requires a sales-focused approach rooted in persistence, persuasion, and the ability to build immediate rapport.
- Maintain and update the Clio Manage CRM system with precision, ensuring all lead data, communication history, and critical follow-up tasks are recorded in real-time.
- Oversee the firm’s master calendar, seamlessly coordinating and confirming consultations between high-priority prospective clients and the legal team.
- Serve as the gatekeeper for the intake inbox, prioritizing urgent communications, responding to initial inquiries, and ensuring no lead or client message goes unanswered.
- Categorize and manage digital files and preliminary evidence provided by prospects, ensuring all documentation is organized and easily accessible for attorney review.
- Execute general administrative tasks and provide operational assistance to ensure the firm's business side functions smoothly and efficiently on a day-to-day basis.
Requirements
- Exceptional Communication: Superb verbal and written English skills are mandatory (C1/C2), with the ability to communicate professionally and empathetically with individuals navigating stressful legal situations.
- Industry Experience: A minimum of two years of experience in a similar role within a U.S. law firm or similar industry such as a U.S. insurance company or real estate firm with client-facing, sales, and executive administrative support experience.
- Sales Mindset: High level of comfort "selling" the firm’s value and maintaining consistent, persistent follow-ups with leads until a decision is reached.
- Tech-Savvy: Proficiency in (or a demonstrated ability to quickly master) Microsoft 365 applications, Clio Manage and other legal CRM or project management platforms.
- Analytical Thinking: Ability to screen cases intelligently, identifying high-priority leads based on specific litigation criteria and firm requirements.
- Proactive Approach: A self-starter who naturally initiates communication and takes decisive action without needing constant redirection.
- Project Ownership: Proven ability to work autonomously, managing tasks from inception to completion while effectively anticipating the needs of the firm.
- Operational Excellence: Ability to work independently, prioritize multiple high-stakes tasks simultaneously, and maintain extreme attention to detail in a fast-paced environment.
Nice to Have
- Experience utilizing AI tools to enhance administrative efficiency and support legal tasks.
- Bilingual (Spanish/English): While not required, Spanish fluency is a significant asset given our Texas-based client base.
Additional Information
- Working Hours: Full-Time, Monday to Friday, 9:00 AM to 6:00 PM CST
