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Intake Coordinator

1 month ago

New York, United States C.A. Goldberg, PLLC Full time

*Applications without a cover letter will NOT be considered*


We are looking for somebody who will grasp our vision and be ALL IN to continue growing our client base.

This is currently an in-office position at our Brooklyn location, but after the first 90 days we may offer 1 day per week remote. This position presently requires more in-office time than most other positions at the firm.

The Intake Coordinator’s main mission is to persistently follow up with potential clients by phone and email, as well as to screen out matters that are not a fit and to onboard new clients. If you don’t enjoy talking on the phone the majority of the day, this is not the position for you.


Qualities we’re seeking:

  • Exceptional communication and writing skills.
  • Warm, upbeat phone presence that represents the firm well and encourages potential clients to hire us based on our excellent services and track record.
  • Patience and compassion to conduct calls with individuals who may be in a highly emotional state while also being firm and thick-skinned when the case is not a fit.
  • Extremely reliable follow-up abilities. The willingness to follow up and follow up and follow up with our potential new clients.
  • Ability to cope with traumatic subject matter involving sexual violence, stalking, suicide, and child sexual abuse. As such, you should be able to emotionally regulate to handle the calls and move on to the next. And have the self-awareness to seek support from your colleagues when needed.
  • Excellent sales and customer service knowledge and experience and the hunger to close the deal.
  • Ability to prioritize tasks, multi-task and evaluate for urgency of crises as they come up for potential clients in a fast-paced work environment.
  • Immaculate attention to detail and organizational skills.
  • Passion for the victims’ rights and the mission of the firm and dedication to the firm’s growth.
  • The ability to predict the various needs of potential clients and the physical tasks – always staying two steps ahead.
  • Creativity and ability to analyze patterns and data, to contribute to business development. This is a hands-on role and we’re seeking an innovative thinker


Key responsibilities include:

  • Conduct scheduled and unscheduled intake calls (you will be trained, and will follow established procedures)
  • Screen incoming potential clients to make sure their case falls within the scope of the firm, while helping the caller feel heard and understood
  • Maintain an inbox of client inquiries in practice management software and respond to inquiries or forward to the relevant staff member
  • Follow-up with leads, undecided PNCs (potential new clients), manage PNC expectations, and serve as a point of contact prior to a case evaluation
  • Produce retainer agreements, process payments, onboarding and fee collection
  • Participate in weekly lead meetings and daily communication to strategize client follow-up with the Chief of Staff (COS) and confer about PNCs
  • Maintain meticulous records in practice management software to reflect all PNC and new client activity and ongoing maintenance of intake pipeline
  • Collaborate with COS for monthly stats reports/presentation
  • Assemble and mail welcome packages to new clients on a weekly basis
  • Strategize with COS to increase conversion rates and PNC and client satisfaction
  • Maintain inventory of office supplies and communicate with Office Administrator (OA) to ensure supplies are ordered before running out
  • Maintain the office and preserve a well-organized working environment for employees and client visitors
  • Coordinate vendors for office repairs and maintenance and be the go-to person
  • Maintain Attorney Referral List and send to Owner and COS monthly
  • Proactively stay up to date on news relating to Firm’s practice areas and cases
  • Provide feedback to COS and Owner to help evaluate the effectiveness of marketing strategy
  • Assist COS on as-needed basis and provide coverage to all members of the Client Relations team as the need arises.


This job is presently supervised by the Chief of Staff.


Experience Preferred (this job might be for you if at least 2 of these points are applicable):

  • 2-3 years high-value sales experience, in addition to
  • 1-2 years office/administrative experience
  • Previous law firm intake experience (although not required)


This is a full-time position. We offer paid time off, holidays, 401k, medical, dental, and vision insurance.

Salary range: $50-60k


To apply, email a resume and cover letter to jobs@cagoldberglaw.com with the subject line “I’m your Intake Coordinator.” Applications without a cover letter (which may be pasted into the body of your email) will not be considered. Include answers to the following prompts in your cover letter: “I’m interested in victims’ rights law because…” and “The reason I’d be an amazing Intake Coordinator is because. . .”

C.A Goldberg, PLLC is an equal opportunity employer that does not discriminate on the basis of sexual orientation, race, religion, sex, gender, class, or any other characteristic.