Immigration Case Intake Coordinator

Position Summary The Law Offices of Mark J Devine is seeking a compassionate, detail-oriented, and highly organized Immigration Case Intake Coordinator to serve as the first point of contact for prospective and newly retained clients. This remote position plays a critical role in evaluating incoming inquiries, collecting preliminary case information, coordinating consultations, and supporting the transition of qualified matters into active legal representation. The ideal candidate possesses excellent communication skills, strong administrative abilities, and a commitment to providing exceptional client service to individuals and families navigating the immigration process.

Key Responsibilities

Client Intake & Screening

• Respond to inquiries from prospective clients via phone, email, website forms, and other communication channels.
• Conduct initial intake interviews to gather relevant immigration case information.
• Assess prospective client needs and determine appropriate consultation pathways.
• Accurately document intake information within the firm's case management system.
• Identify urgent matters and escalate them to attorneys or legal staff when appropriate.
• Maintain professionalism and empathy when communicating with individuals from diverse backgrounds.

Consultation Coordination

• Schedule consultations with attorneys and legal professionals.
• Confirm appointments and provide clients with required pre-consultation information.
• Ensure intake questionnaires, supporting documents, and consultation materials are completed before scheduled meetings.
• Coordinate rescheduling requests and appointment follow-ups.
• Monitor consultation pipelines and client onboarding progress.

Case Onboarding Support

• Assist newly retained clients with onboarding procedures.
• Collect required documentation and supporting records.
• Ensure intake packets and engagement documents are completed accurately.
• Verify completeness of submitted information before case assignment.
• Coordinate handoff of new matters to legal teams for case preparation.

Client Communication

• Serve as a primary point of contact for intake-related questions and updates.
• Provide clear information regarding firm procedures and next steps.
• Maintain regular communication with prospective and newly retained clients.
• Follow up with leads who have expressed interest in legal services.
• Deliver exceptional client service throughout the intake process.

Administrative & Data Management

• Maintain accurate client records and intake databases.
• Update case management systems with intake notes and client communications.
• Generate intake reports and track lead conversion metrics.
• Assist with document organization and electronic file management.
• Support workflow improvements and administrative projects.

Compliance & Confidentiality

• Maintain confidentiality of client information and legal records.
• Ensure compliance with firm policies, privacy requirements, and ethical standards.
• Handle sensitive information with professionalism and discretion.
• Follow established intake procedures and documentation protocols.

Qualifications

Required

• High school diploma or equivalent.
• 2+ years of experience in client intake, legal administration, customer service, case coordination, healthcare intake, or a related administrative role.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Ability to communicate effectively with diverse populations.
• High attention to detail and accuracy.
• Proficiency with Microsoft Office, Google Workspace, and database or CRM systems.
• Ability to work independently in a remote environment.
• Reliable high-speed internet connection and dedicated home office workspace.

Preferred

• Experience working in an immigration law firm, legal services organization, or related legal environment.
• Familiarity with immigration case types, including family-based immigration, naturalization, humanitarian matters, employment-based immigration, and removal defense.
• Experience using legal case management software.
• Bilingual or multilingual language skills.
• Associate's or Bachelor's degree in Legal Studies, Business Administration, Communications, or a related field.

Core Competencies

• Client service excellence
• Intake and onboarding coordination
• Professional communication
• Organization and time management
• Attention to detail
• Cultural sensitivity and empathy
• Confidentiality and discretion
• Problem-solving
• Documentation management
• Team collaboration

Performance Metrics

• Intake accuracy and completeness
• Consultation scheduling efficiency
• Lead-to-client conversion rates
• Client satisfaction scores
• Timeliness of follow-up communications
• Documentation quality
• Case onboarding completion rates
• Responsiveness to inquiries

Pay: $25.25 - $30.41 per hour Benefits:

• 401(k)
• Flexible schedule
• Health insurance
• Opportunities for advancement
• Paid time off
• Professional development assistance
• Retirement plan
• Work from home

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