Legal Intake Specialist

This position is listed on behalf of a partner company, which manages all applications and next steps. Our partner is looking for a Legal Intake Specialist based in Brazil.

Join a remote professional environment supporting legal services for clients in the United States, where clear communication and compassionate client care make a meaningful difference. As a Legal Intake Specialist, you will serve as a key first point of contact for individuals and families seeking legal assistance, ensuring every inquiry is handled with professionalism and care. You will manage incoming and outgoing calls, collect essential client information, coordinate appointments, and maintain accurate records across digital systems. Working closely with legal professionals and administrative teams, you will help streamline daily operations and ensure requests are directed to the right people. This role is ideal for an organized, detail-oriented professional who thrives in a fast-paced environment and enjoys helping people navigate important legal matters. You will benefit from a fully remote work arrangement, ongoing professional development, and the opportunity to build a long-term career supporting a US-based legal practice.

Accountabilities

Serve as the first point of contact for prospective and existing clients, providing friendly, professional, and client-focused assistance by phone and email.
Manage approximately 16–30 inbound calls and 16–30 outbound calls per day, as required, responding to inquiries and ensuring timely follow-up.
Collect, verify, and accurately enter information from prospective clients in accordance with established legal intake procedures.
Manage incoming and outgoing communications through RingCentral or similar VoIP platforms, as well as email and other communication channels.
Record calls, messages, client details, intake information, and follow-up activities accurately and consistently.
Maintain and update client and prospect records in Actionstep or a comparable customer relationship management (CRM) system.
Coordinate appointment scheduling, rescheduling, and cancellations while ensuring all changes are documented and communicated to the relevant team members.
Manage voicemails, return calls when appropriate, relay messages accurately, and route inquiries to the appropriate legal or administrative professionals.
Monitor outstanding requests and follow up on pending items to ensure timely resolution and a consistent client experience.
Maintain accurate calendars, task records, and scheduling information across the relevant systems.
Follow established workflows, policies, and procedures to ensure consistent handling of client inquiries and administrative responsibilities.
Support additional intake-related and administrative tasks as needed to maintain efficient daily operations.
Handle multiple calls, requests, and priorities while maintaining professionalism, accuracy, confidentiality, and attention to detail.
Requirements
Previous experience in customer service, call handling, client intake, reception, administrative support, or a similar client-facing role.
Strong verbal and written English communication skills, with the ability to communicate clearly, professionally, and empathetically with clients.
Excellent telephone etiquette and a service-oriented approach, particularly when assisting individuals seeking legal guidance.
Strong organizational skills and attention to detail, with the ability to maintain accurate records and manage multiple responsibilities simultaneously.
Proven ability to prioritize tasks, manage a steady volume of calls, and follow through reliably on outstanding requests.
Basic computer proficiency, accurate data-entry skills, and the ability to learn new software applications and follow established workflows.
Familiarity with Actionstep or similar CRM platforms, RingCentral or comparable VoIP phone systems, email, and general office applications.
Ability to work independently, exercise sound judgment, and collaborate effectively with legal professionals and administrative team members.
Previous experience working in a law firm or handling legal intake is preferred.
Familiarity with estate planning, elder law, probate, or related legal services is an advantage.
Strong interpersonal skills, adaptability, and a calm, professional approach when handling sensitive inquiries or changing priorities.
Availability to work a full-time schedule from Monday to Friday, 8:30 a.m. to 5:30 p.m. Eastern Time, with a lunch break from 1:00 p.m. to 2:00 p.m.
Willingness to work in an English-speaking professional environment and complete application materials in English.
Benefits
Competitive compensation: Monthly compensation range of USD 1,142–1,220, as advertised.
100% remote work: Work from home in Brazil without a daily commute.
Paid time off: Access to paid leave for rest and personal needs.
Performance bonuses: Opportunities to receive additional compensation through bonus programs.
Parental leave: Support for eligible employees during important family milestones.
Professional development: Access to training and learning opportunities to strengthen your skills and support career progression.
Dedicated team support: Work with a team that provides guidance and assistance throughout your responsibilities.
Long-term career opportunities: Full-time employment with the potential to build a stable, ongoing professional career.
Values-driven environment: Work in alignment with the client's core values and commitment to professional service.
Structured work schedule: A consistent weekday schedule that supports planning and routine.