Legal intake specialist

Losee Coggins LLP, formerly known as Rountree Losee LLP, is seeking an Intake Specialist to create a positive first impression, gather and organize key information, qualify new inquiries, coordinate consultations, and provide the administrative support that keeps prospective clients moving smoothly through the intake process. This role is often the first point of contact for a prospective client. The right person will combine empathy, professionalism, sound judgment, organization, and consistent follow-through to help each caller feel heard while ensuring the firm receives accurate, useful information.

Compensation & Benefits:

• $20-$25 per hour, depending on experience.
• Eligibility for company-paid medical insurance after completion of a 90-day probationary period.
• Paid time off begins accruing after completion of a 90-day probationary period.
• Eleven paid holidays each year: New Year's Day, Martin Luther King Jr. Day, Good Friday, Memorial Day, Independence Day, Labor Day, two days for Thanksgiving, and three days for Christmas.
• Life insurance benefit.

Equal Opportunity Rountree Losee LLP is committed to providing equal employment opportunities and considers applicants without regard to legally protected characteristics.

Responsibilities:

• First point of contact. Answer calls and respond to website inquiries, chats, and emails promptly and professionally.
• Intake and information gathering. Ask thoughtful questions, gather key details, and accurately capture caller information in the firm's intake system.
• Lead qualification. Determine urgency, practice-area fit, and basic eligibility so the firm can focus on the best opportunities to help.
• Appointment scheduling. Match qualified callers with the appropriate attorney or team member, schedule consultations, coordinate calendars, and assist with changes and confirmations.
• Intake documentation and administrative support. Collect, upload, organize, and maintain prospective-client information and documents while supporting routine administrative tasks and established office workflows.
• Follow-up and nurturing. Follow up on new inquiries, confirm appointments, and provide helpful next steps.
• Team communication and coordination. Keep attorneys and team members informed with complete intake notes and updates, coordinate handoffs, and help ensure next steps do not fall through the cracks.

Qualifications:

• Prior administrative, office support, customer service, intake, or similar professional experience.
• Strong administrative skills, including accurate data entry, recordkeeping, document organization, calendar management, and scheduling.
• Proficiency with Microsoft Office, Google Workspace, or similar programs.
• Excellent verbal and written communication skills with a warm, professional phone presence.
• Strong organization and attention to detail.
• Ability to learn and consistently use intake, case management, scheduling, and document systems.
• Dependable follow-through and the ability to work well as part of a team.
• Sound judgment and respect for confidential information.
• Ability to work full time in the Wilmington office Monday through Friday from 8:00 a.m. to 5:00 p.m.

Helpful experience, but not required:

• Prior experience in a law firm, professional-services office, or client-facing administrative role.
• Experience using Clio or another legal case-management, CRM, or intake platform.
• Experience preparing or drafting routine legal documents, correspondence, or document templates under attorney supervision.