V104 - Intake & Administrative Support Specialist - Remote Eligible

V104 - Intake & Administrative Support Specialist

Job Duck is a virtual staffing company that matches candidates to work from home for a single U.S.-based business, in most cases a law firm.

Job Description:

Summary Step into a role where your empathy and attention to detail make a real difference every day. As an Intake & Administrative Support Specialist, you'll help guide new clients through their first steps, ensuring they feel heard and supported. You'll collaborate closely with a dedicated team, balancing client intake with essential administrative tasks. If you thrive in a dynamic environment and enjoy building genuine connections, this position will be both rewarding and impactful. Your bilingual skills and reliability will help create a welcoming experience for every client.

Monthly Compensation: 1150 to 1220 USD

Responsibilities include, but are not limited to:

• Provide backup coverage for the intake coordinator during absences, vacations, or emergencies.
• Answer inbound calls from potential new clients and handle occasional outbound follow-ups.
• Assist with client intake, pre-qualifying leads, and recording client information.
• Follow up with prospects and confirm appointment details.
• Cross-train in Lawmatics CRM for intake functions.
• Draft, proofread, and edit documents, letters, and email templates.
• Manage, update, and format referral lists by state/county; confirm contact details with external partners.
• Handle simple correspondence, such as appointment confirmations and referral communications.
• Assist with note-taking during consultations and meetings.
• Create and manage action items and to-do lists in Asana.
• Provide light scheduling support, including booking meetings and setting reminders.
• Support general administrative tasks as needed.

Key Skills:

• Customer-focused approach with excellent phone and people skills.
• Empathetic, personable, and professional in client interactions.
• Strong planning, organizational, and time management skills.
• Detail-oriented and accurate in documents and correspondence.
• Tech-savvy and adaptable to new systems (training provided).
• Trustworthy, reliable, and able to handle confidential information.
• Bilingual (English–Spanish).

Requirements:

• Bilingual in English and Spanish.
• Comfortable cross-training and shifting between intake and administrative duties.
• Able to cover intake functions during absences of the primary intake coordinator.
• At least 2 years experience with client-facing roles preferred.

Software:

• CRM: Lawmatics
• Task Management: Asana
• Billing: Cosmolux (for time entry)
• VoIP: Zoom
• Communication: Skype & Slack
• Email & Calendar: Microsoft 365
• AI Tools: Copilot (optional, for support tasks)

Work Shift:

8:00 AM - 5:00 PM [CST][CDT] (United States of America)

Languages:

English, Spanish

We believe that Every Great Person Deserves a Great Job. This position is home-based, allowing you to work from the comfort of your own home. So, take the first step and apply now!

Our application process involves multiple stages, and submitting your application is just the beginning. Every candidate needs to successfully pass each stage to become part of our team. Please keep an eye on your email and WhatsApp for the next steps, as we'll assign someone to guide you through the application process. Be sure to check your spam folder as well.