Legal Intake Specialist
Law Office of Polly Tatum/Mediation Advantage Services
Worcester, MA US
Posted ago
Law Office of Polly Tatum/Mediation Advantage Services

The Intake Specialist/Office Assistant handles the Firm’s relationships with the clients, potential clients, former clients, referral sources, professional contacts, and the general public. Non-attorney support staff are prohibited from practicing law by the ABA’s Rules of Professional Conduct and State Bar Association rules. All client-focused work done by the Intake Specialist must be in support of and under the supervision of an attorney. In dealing with clients and potential clients, the Intake Specialist must be careful not to inadvertently slip into the unlawful practice of law. This would include answering client questions about what will happen in their case or recommending that a client undertake a certain course of legal action during their case. In accordance with Bar rules, the Intake Specialist does not give legal advice, approve client engagements, or share fees with the Firm. This position is subject to a bonus.


  •  Talks to leads and identifies whether they are qualified leads by asking a series of questions designed to speak to the ideal A+client, target the correct legal issues, gauge urgency/motivation, and determine whether there is potential for a conflict of interest
  • Schedules qualified leads for initial consultations (sales calls)
  • Initiates the pre-engagement glidepath
  • Prepares the salesperson with all the information needed for a successful conversation/consultation
  • Prepares engagement agreements and follows up to ensure prospects sign the agreement and make the agreed payment
  • Assists with onboarding the client to the firm (opening the file, notifying the legal team)
  • Follows up with new clients within 5 days of engagement to ensure customer satisfaction and whether there are any questions about client handbook/policies
  • Makes referrals to appropriate firms/other sources, shares free resources, or provides other assistance (for leads who are not ideal or who do not schedule a consultation)
  • Stays in contact with leads who do not schedule consultations, PNCs who do not appear for their consult, and PNCs that do not sign up after their initial consultation to keep the door open for future contact
  • Updates the Firm’s databases, reports, or spreadsheets to track incoming calls, leads qualified, consultations scheduled, referral sources, and other key metrics



  • Open, sort, scan, save/route mail and email
  • Answer telephones; screen attorney calls; take messages
  • Schedule initial consultations
  • Schedule client appointments
  • Review daily appointments and reminders
  • Create contacts and update contact information in the case management or contact management system
  • Open matters the case management or contact management system
  • Send engagements to clients
  • Accept and process payments
  • Meet with the Owner daily re: tasks, consultations


  • Review and update the Intake/Lead Pipeline Report
  • Review and update the Matter/Case Status Report
  • Review additional projects to be accomplished and calendared
  • Case and administrative filing
  • Close matter files
  • Provide the Owner with lists of GAS calls for the week
  • Update the CRM/Rainmaking Rolodex to track last contacts


  • Meet with legal team to ensure calendars, task lists, and case management systems remain current

About Law Office of Polly Tatum/Mediation Advantage Services

The Law Office of Polly Tatum/Mediation Advantage Services is a family-oriented entrepreneurial law firm with a mission of making the lives of families from every phase in life, parents with young children, to elderly families better and we are seeking a sharp, driven, friendly, compassionate Associate Attorney to become part of our team for the long-term.

Our office is located in Worcester, Massachusetts.

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