Intake Specialist

 The Admin/Intake Specialist at an immigration law firm plays a crucial role in facilitating the billing process and managing client intake procedures. This position requires strong organizational skills, attention to detail, and excellent communication abilities to ensure accurate billing, efficient intake processes, and exceptional client service.

- Greeting and Welcoming Visitors: Welcome visitors, clients, and guests to the office with a warm and friendly atmosphere. Aid, directions, and information as needed to ensure a positive experience.

- Answering and Directing Calls: Handle incoming phone calls promptly and professionally. Route calls to the appropriate person or department, take messages, and provide basic information or assistance as required.

- Managing Front Desk Operations: Maintain the front desk area in a clean, organized, and presentable manner. Manage incoming and outgoing mail, packages, and deliveries. Monitor office supplies and replenish inventory as needed.

- Appointment Scheduling: Schedule appointments, meetings, and conference room bookings for staff and clients using scheduling software or calendars. Coordinate with staff members to ensure efficient use of meeting space and resources.

- Administrative Support: Provide general administrative support to office staff, such as filing, data entry, photocopying, and scanning documents. Assist with mailings, faxing, and other clerical tasks as assigned.

- Visitor Check-In and Security: Register and check in visitors, issue visitor badges, and ensure compliance with security procedures. Notify appropriate staff members of visitor arrivals and escort guests to designated areas as needed.

- Customer Service: Assist clients and customers with inquiries, requests, and service issues in a courteous and professional manner. Address complaints or concerns promptly and escalate issues to management when necessary.

- Communication Management: Maintain a number of incoming calls, messages, and visitor arrivals. Relay important messages and information to staff members in a timely manner. Communicate updates or announcements to staff and visitors as directed.

- Multitasking and Prioritization: Handle multiple tasks simultaneously while maintaining attention to detail and accuracy. Prioritize tasks based on urgency and importance to ensure efficient front desk operations.

- Confidentiality and Discretion: Maintain confidentiality and discretion in handling sensitive information, such as visitor records, client information, and internal communications. Adhere to company policies and procedures regarding data protection and privacy.

- Billing Preparation: Generate, review and process client invoices accurately and promptly. Ensure billing entries are complete, consistent with client agreements, and compliant with firm billing policies and procedures.

- Time and Expense Tracking: Record billable time, expenses, and disbursements associated with client matters using the firm's billing software or timekeeping system. Verify the accuracy and completeness of time entries and expense reports submitted by attorneys and staff.

- Invoice Review and Analysis: Review draft invoices for accuracy, completeness, and compliance with client billing guidelines, fee arrangements, and billing standards. Conduct billing analysis to identify discrepancies, unbilled time, and opportunities for improvement.

- Client Billing Inquiries: Respond to client inquiries regarding billing statements, invoices, and account balances in a timely and professional manner. Address billing disputes or discrepancies promptly and escalate issues to attorneys or management as needed.

- Collections and Payment Processing: Follow up on outstanding client balances, overdue invoices, and accounts receivable to ensure timely payment. Coordinate payment arrangements, process payments, and reconcile client accounts in accordance with firm policies.

- Initial Client Contact: Serve as the initial point of contact for prospective clients seeking legal assistance. Conduct intake interviews, gather relevant information, and assess potential clients' immigration needs and eligibility.

- Case Evaluation and Referral: Evaluate potential client inquiries and determine the appropriate course of action based on the firm's practice areas, expertise, and capacity. Refer prospective clients to attorneys or legal professionals as appropriate.

- Documentation and Recordkeeping: Maintain accurate and up-to-date records of client inquiries, intake forms, and case referrals. Ensure compliance with confidentiality, data protection, and privacy regulations in handling client information.

- Client Communication: Communicate with prospective clients to provide information about the firm's services, fees, and immigration processes. Set realistic expectations regarding timelines, procedures, and potential outcomes.

- Follow-Up and Conversion: Follow up with prospective clients to confirm their interest in retaining the firm's services, schedule initial consultations, and facilitate the intake process. Track conversion rates and outcomes of client inquiries for reporting purposes.

- Creation of Contract: Leads the preparation, drafting, and finalization of contracts, ensuring they meet client needs and legal requirements.

- Creation of File: Manages the setup, organization, and maintenance of client files, ensuring proper documentation and easy access for the legal team.

- Required: High school diploma or equivalent required: additional education or certification in office administration or customer service is a plus.

- Required: Intermediate to Advanced Microsoft Office Programs.

- Required: Bilingual – Read, write, communicate (English/Spanish).

- Attributes consistent with company culture; safety, customer service, integrity, continuous improvement.

- Leadership and Communication skills.

- Ability to establish effective working relationships with all levels of the organization.

- Should be analytical, detail-oriented, flexible, and decisive.

- Experience with Microsoft office applications.

- Analytical aptitude, commitment to accuracy and quality, problem solving skills, attention to detail.

- Efficiency, productivity, strong organizational skills, and accuracy.

- Time management, with the ability to meet deadlines under pressure.

- Eagerness to learn new things and maintain a positive attitude toward changes and new challenges.

- Excellent oral and written communication skills.

- Openness to new responsibilities and willingness to shift focus.

- Ability to work in a fast-paced environment and ability to multi-task.

- Proactive disposition with strong follow-through skills.

- Demonstrate initiative and ability to handle multiple deadline