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Intake Specialist and Client Liaison

Ewbank Hennigh Law Firm

Ewbank Hennigh Law Firm

Customer Service, Legal · Full-time
Enid, OK, USA
Posted on Monday, June 10, 2024

Job Description INTAKE SPECIALIST AND CLIENT LIAISON

Reports to DREW EWBANK, KALEB HENNIGH

FLSA Status HOURLY

Work Schedule MONDAY-FRIDAY 8:00-5:00

Job Summary

Responsible for:

~~·~~ monitoring client~~ ~~satisfaction and client follow-up on cases.

~~·~~ maintenance and facilitation of all Clio Grow responsibilities and processes.

~~·~~ Maintain, and facilitate firm-client and attorney data bases and processes, specifically: Clio Grow, Clio Manage, NextChapter, LLC’s and Title Opinions.

~~·~~ Provides support to legal assistants and attorneys in areas of client meetings, matter integrating communication and follow through for information being delivered.

· The person in this position is point for initial client contact and manages firm processes for effectiveness. The Intake Specialist and Client Liaison position requires careful attention to detail, punctuality and precision, and works daily to build the firm’s client operations, their processes and internal strategy. The Client liaison will have daily office interaction with potential and existing clients, assist legal assistants and reception staff in daily law office production, and provide support to attorneys as direct.

Essential Responsibilities and Duties

We are seeking a candidate to integrate into a fast-paced law firm with outstanding organization, administrative, communication and relational skills. Responsible for managing all potential and new client firm processes, including appointments, internal documents, and forms data collection prior to consult meetings. Responsible for data collection and entry of potential clients, and lead sources the firm maintains into firm document management software, including managing referral sources and communication to track case/client progress. Position is responsible for operational processes from beginning to end of the complete client experience. Person maintains accurate information within the firm’s three main databases: Grow, Manage and NextChapter, as well as Excel databases. Provides attorney and legal assistant support as requested. Position manages all Real Estate Title work processes, including intake, abstract maintenance, billing, and direct point of contact for closing and abstract companies involving firm’s real estate title work.

This position requires someone with keen detail gathering and organizational strengths. Prior experience in mortgage processing or other loan applications, processing real estate closings, or organizing tax documents for tax preparation are very similar fields of experience.

Organization and Administrative

This position works with all administrative tasks in the office. We expect this person to follow instructions judiciously, complete tasks in a timely manner, ask questions and communicate needs, and deliver exceptional results.

· Professionally manage all potential client intake processes

· Input detailed information into all firm processing applications

· Skillfully plan, organize and implement a variety of office processes and procedures to assure progress and efficiency on immediate and long-term outcomes

· Maintain a productive relationship with all staff

· Provide support to others as requested

Communication and Customer Service

· Read, write, and speak well

· Ability to receive information and accurately input into software programs

· Proofread and pay attention to details, both in words, dates, and numbers

· Have a working knowledge or have the ability to learn software programs

· Effectively communicate with stakeholders and represent the firm’s culture and professionalism

· Work calmly in stressful situations

· Resolve conflicts with grace

· Ability to work independently

Education and/or Experience

· Associate’s degree preferred

· Preferred 2-year minimum experience in customer services or relations

· Previous administrative experience a plus

· Self-motivated and able to work unsupervised

Skills and Abilities Required

· Excellent communication skills—both written and oral

· High level of initiative, effort and commitment

· Ability to excel in a diverse, collaborative team environment

· Professional, customer service-oriented and task driven attitude

· Ability to prioritize a variety of tasks effectively

· Remain calm in stressful situations

· Confident enough to ask questions

Salary and Benefits

Salary may be negotiable, based on qualifications and experience. Ewbank & Hennigh, PLLC offers health insurance, retirement, as well as other benefits.

Computer Equipment and Software Requirements

Must have excellent computer and technology skills and willingness to learn new programs as the position requires. Requires proficiency in Microsoft Office, especially Word, Excel, and Outlook, as well as Adobe.

Physical Demands

While performing the duties of this job, the employee is regularly required to sit and use hands to type, file, sort, and mail. Must be able to lift up to 50 pounds, the weight of large file boxes. The position requires leaving the office for deliveries and appointments. The employee frequently is required to reach with hands and arms and talk and hear. Must have visual acuity and the ability to see color. Must be able to speak and communicate clearly, both by phone, in person and at social engagements.

Work Environment

The employee will work in a variety of environments. The work area may not be wheelchair accessible. The noise level in the work environment varies from moderate to loud; occasional stressful or chaotic situations may occur.

The qualifications, physical demands, and work environment described herein are representative of those an employee will encounter and must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

Application Instructions

Interested candidate(s) meeting the identified qualifications should submit:

· Resume.

· Cover letter, including salary requirements.

· List of three references by name, email, phone number, job title and relationship to applicant.

PLEASE SEND TO: Drew Ewbank at ewbank@northwestoklaw.com

Submit information immediately—job will be filled when the qualified applicant is found. All inquiries must be directed to this email address only.

All qualified applicants will be given consideration without regard to race, color, gender, sexual orientation, gender preference, marital status, age, religion, national origin, disability, and veteran status.

Ewbank Hennigh Law Firm is an equal opportunity employer.

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