Intake Specialist

About Us:

Weisinger Law Firm, PLLC, is a dynamic team of dedicated professionals passionate about delivering exceptional estate planning services. We foster a collaborative, high-performing environment where every team member is valued, held to high standards, and plays a critical role in our success. Join us to be part of a workplace that champions professional excellence, growth, and meaningful client service.

About Our Culture:

At Weisinger Law Firm PLLC, professionalism and collaboration drive everything we do. We believe in clear communication, mutual respect, and a growth mindset that empowers team members to deliver outstanding results consistently. Our culture embraces innovation and continuous learning while maintaining genuine human connection.

We expect team members to bring energy, focus, and a strong work ethic to support a full workday with reliability and engagement. Success here requires accountability, emotional intelligence, and the ability to thrive in a fast-paced, detail-oriented environment. If you value a culture where high standards meet supportive teamwork and professional development, you'll find a great fit with us.

Position Overview:  Seeking an Experienced Professional Intake Specialist to join our team This position is a key service role in a friendly and professional office environment. Our offices are located in north-central San Antonio.

Applications must include a Cover Letter and Resume to be considered.

Required Qualifications:

• Previous experience with Outlook and a CRM is a must
• Minimum three years' work experience in an administrative support position
• Bachelor's degree or an equivalent combination of formal education and relevant work experience
• Proficiency in MS Office Suite: Outlook, Word, and Excel
• Proficient in using video conferencing software, such as Zoom

Responsibilities Include:

1. Daily office support functions (percent effort in a typical week, 75%):

• Answer, filter leads and direct incoming calls
• Update, manage and operate Client Relationship Manager (CRM) system
• Maintain attorney (8+ attorneys) calendars: to include scheduling, coordinating, and confirming meetings and travel time.

2. Coordination functions (percent effort in a typical week, 25%):

• Manage the filing of business electronic and physical documents. Copy, scan, collate, file, and otherwise assemble and store records and documents for immediate or future use
• Ongoing oversight (monitor, review and confirm) for scheduling software; communicate updates/revisions; distribute schedules regularly to the team as directed
• Compose correspondence and process other forms and documents for signature or distribution
• Assemble and distribute meeting agendas, record and distribute minutes, and arrange meals or refreshments as appropriate
• Arrange conference calls and meetings
• Monitor and track due dates

The above description is not all-inclusive and covers the principal duties, responsibilities, and requirements of the job. Additional duties and responsibilities may be required.

Required Competencies:

1. Must demonstrate excellence with each of the following:

• Ability to prioritize and perform multiple tasks.
• Attention to detail.
• Strong collaborative and communication skills (written and oral).
• Compassionate demeanor in dealing with clients undergoing planning for personal estate, end-of-life, and financial well-being.
• Ability to remain kind and professional in a fast-paced environment.

2. Experience and established record in completing work accurately, efficiently, and timely with minimal supervision. Commitment to meet goals and deadlines.

3. Impeccable organizational skills complete with the ability to monitor tracking and auto-generated task lists to completion.

4. Proven ability to handle confidential information with discretion.

5. Ability to comprehend and follow oral and written instructions.

What we offer:

· Competitive pay rates

· Health Insurance

· Group Disability Insurance

· Life Insurance

· Vision Insurance

· Dental Insurance

· 401(k) with 3% Match

· Education assistance

· Paid time off (PTO)

· Holiday pay

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Free parking
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Professional development assistance
• Tuition reimbursement

Schedule:

• Monday to Friday

Application Question(s):

• Why are you the best candidate to help Weisinger Law Firm fulfill its mission and vision?
• What about this job post led you to apply?
• Please describe your experience handling phone calls and multiple calendars.

Education:

• Bachelor's (Required)

Experience:

• Administrative: years (Required)

Work Location: In person