Intake Specialist

Overview

This role involves intake and scheduling support for a data privacy law practice. The Intake Specialist will work as part of a cohesive team to intake prospective new cases and schedule first fact-gathering calls.

• Full-time, fully remote position eligible for benefits
• Work location: Hawaii (HST)
• Schedule: approximately 8:00 AM to 5:00 PM HST (2:00 PM to 11:00 PM ET) with a one-hour unpaid lunch break

Responsibilities

• Manage intake of new matters, including opening and closing case files
• Serve as the first point of contact for clients: handle incoming calls, gather incident information through established protocols, and determine appropriate next steps
• Maintain and coordinate complex attorney and team calendars; schedule meetings and manage priorities
• Communicate effectively with internal stakeholders, clients, vendors, and other external contacts
• Draft, proofread, and finalize professional correspondence and client communications
• Monitor, prioritize, and triage high-volume email communications to support timely responses and follow-up
• Process electronic filing of documents and manage electronic records and communications
• Collaborate with attorneys and team members to deliver responsive, high-quality client service
• Provide administrative and operational support to the team and assist with special projects as assigned
• Perform additional administrative duties and responsibilities as needed

Requirements

• Ability to effectively manage multiple priorities and meet deadlines in a fast-paced environment
• Strong verbal and written communication skills with the ability to interact professionally with clients, attorneys, and colleagues
• Excellent interpersonal and customer service skills
• Working knowledge of database management systems and data entry processes
• Strong typing, proofreading, and document formatting skills with a high degree of accuracy
• Highly organized with a commitment to continuous learning and professional development
• Proven time management skills with the ability to balance competing priorities and support multiple attorneys and team members
• Ability to work both independently and collaboratively in a team-oriented environment
• Strong analytical and problem-solving skills with the ability to identify and resolve issues efficiently
• Exceptional attention to detail and organizational abilities
• Ability to follow established procedures and standardized workflows with accuracy and consistency
• Demonstrated professionalism, sound judgment, and a positive attitude when interacting with clients and colleagues
• Ability to handle sensitive and confidential information with discretion and integrity
• Strong adaptability and willingness to support evolving team and client needs
• Applicant must be authorized to work in the United States of America

Preferred Qualifications

• Experience with legal case management software, including ProLaw_
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), including calendar management, scheduling, and document preparation; ability to quickly learn new software and systems

Compensation & Benefits

• Competitive pay
• Full benefits package, including accrued time off, paid maternity and paternity leave, and a generous 401(k) program

Location

• Fully remote position
• Based in Hawaii (HST)