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Intake Coordinator

2 months ago

Virginia Beach, Virginia, United States Melone Law PC Full time
Job Summary

We are seeking a highly organized and detail-oriented Intake Specialist to join our team at Melone Hatley, PC. As an Intake Specialist, you will be responsible for managing incoming calls, scheduling appointments, and maintaining accurate records. If you have excellent communication skills, a strong work ethic, and a passion for delivering exceptional customer service, we encourage you to apply.

Key Responsibilities
  • Phone Management: Answer and direct incoming calls, make outbound follow-up calls, and provide general support for client queries.
  • Appointment Scheduling: Organize and schedule appointments for clients and attorneys.
  • Correspondence Management: Write and distribute emails, memos, letters, faxes, and necessary documentation.
  • Database Maintenance: Maintain updated contact lists and client information, ensuring accuracy and accessibility.
  • Filing System Management: Organize a digital and physical filing system as required.
  • Policy Adherence: Uphold office policies and procedures while assisting in the preparation of regular reports.
  • Supply Management: Monitor and order office supplies as needed.
  • Client Support: Serve as the point of contact for clients, visitors, and callers, providing exceptional customer service.
  • Liaison Responsibilities: Collaborate with executive and senior managers to handle requests and manage queries.
Requirements
  • Communication: Excellent written and verbal communication skills.
  • Organizational Skills: Strong organizational abilities with a proven capacity to multitask effectively.
  • Attention to Detail: Meticulous attention to detail and problem-solving skills.
  • Technical Proficiency: Familiarity with general office equipment and procedures, along with proficiency in MS Outlook, Word, Excel, and practice management software (Clio and HubSpot preferred).
  • Time Management: Excellent time management skills with the ability to prioritize tasks efficiently.
  • Education: High school diploma required; previous experience as an Administrative Assistant or Secretary is an advantage.
Benefits
  • 401(k)
  • Dental, Health, Life, and Vision Insurance
  • Paid Time Off
Work Environment
  • Full-time position (8-hour shift)
  • On-site attendance preferred with the flexibility for remote work as necessary