Global Intake & Case Management Assistant

Overview

This role supports a growing personal injury practice by owning the intake process from the first prospective client inquiry through file setup. The position is hands-on and individual-contributor focused, emphasizing fast, accurate responses, thorough intake interviewing, and follow-through to help convert qualified inquiries into signed clients.

Responsibilities

• Intake Management: Handle inbound intake calls and conduct the complete intake process from initial call through file setup.
• Client Conversion: Move qualified prospective clients through the engagement process, including timely follow-up, answering intake-related questions, securing signed engagement documents, and supporting a smooth onboarding experience.
• Data Entry: Accurately enter intake information into CasePeer and ensure case files remain organized and complete.
• Initial Documentation: Prepare letters of representation and related initial documents using firm templates, incorporate attorney feedback when needed, send finalized documents promptly, request police reports or other initial incident documentation, and track outstanding items through completion.
• Intake Follow-Through: Proactively track new intake inquiries, outstanding information, signed engagement documents, and initial file setup items to ensure nothing falls through the cracks.
• Initial Supporting Documentation: Determine whether medical treatment has already been received; gather hospital, urgent care, and provider information; request initial records when needed; obtain police reports or other incident documentation; and ensure supporting documents are included in the initial intake file.
• Client Communication: Maintain clear, timely, and effective communication with prospective and newly retained clients during intake via phone, text, and digital platforms, including explaining next steps and gathering required information.
• Collaboration: Work closely with other staff members using Microsoft Teams to support streamlined operations.

Requirements

• 3–5 years of direct intake experience with a U.S.-based personal injury law firm.
  • Intake experience must include responding to prospective clients, conducting intake interviews, gathering case details, following up on leads, documenting intake information, and helping convert qualified prospects into signed clients.
• Urgency & Ownership: Understand time sensitivity of new personal injury leads; respond promptly; follow through independently; move prospective clients forward without constant reminders.
• Bilingual Proficiency: Fluent in English and Spanish with excellent written and verbal communication skills.
• Technical Skills: Comfortable using intake/case tracking software, VoIP systems, and Microsoft Teams in a remote environment.
  • CasePeer experience is helpful, but candidates must be able to learn and accurately maintain intake records in CasePeer.
• Organizational Skills: Strong ability to manage multiple tasks and priorities in a fast-paced environment.
• Detail-Oriented: Exceptional attention to detail, especially for data entry and document handling.
• Remote Work Readiness & Reliability:
  • Must be able to work U.S. hours (11:00 AM–7:00 PM EST).
  • Must have reliable access to necessary technology and demonstrated success working independently in a remote, structured work setting.

Preferred Qualifications

• Experience working in a structured intake process with defined templates and workflows.

Compensation & Benefits

• Competitive compensation, based on experience, intake expertise, and the value the candidate brings to the role.

Location

• Remote work with availability during 11:00 AM–7:00 PM EST.

Application Notes

• Do not contact recruiters directly.
• Apply by submitting an application using the Apply button on the job posting page.