Woods Rogers is seeking to hire an Intake Coordinator to play a critical role in the initial client intake process and help establish a firm foundation for the firm-client relationship. The role requires a self-starter who adapts quickly to new processes.

The Intake Coordinator ensures seamless communication, efficient data collection, and exceptional customer service. The ideal candidate will have a strong attention to detail and the ability to thrive in a fast-paced legal environment. This is a full-time, in-office position in our Roanoke, VA office.

Required Qualifications

• Demonstrated ability to learn new skills and processes.
• Previous experience in customer service, client intake, or administrative support roles.
• Strong communication skills, both written and verbal, with the ability to effectively interact with clients, colleagues, and external stakeholders.
• Exceptional organizational skills and attention to detail, with the ability to manage multiple priorities and tasks.
• High level of discretion and confidentiality in handling sensitive client information.
• Commitment to providing excellent customer service and representing the Firm in a professional and courteous manner.
• Proficiency with Microsoft Office Suite.

Preferred Qualifications

• Three (3) years of experience handling new client intake in a legal setting.

First Six (6) Months

• Training on and testing of new billing platform (3E)—being implemented on January 1, 2025.
• Testing data workflows for new business intake.
• Matter and client maintenance.
• Quality of data conversion.

Regular Responsibilities

• Accurately enter client information into the firm’s case management system, ensuring completeness and accuracy of all data fields. Maintain organized and up-to-date client records throughout the intake process.
• Print and distribute client bills.
• Communicate effectively with potential clients via phone, email, and in-person meetings to provide information about the firm’s services, answer questions, and address concerns. Serve as a professional representative of the firm at all times.
• Evaluate incoming inquiries and communicate client information with appropriate internal parties.
• Follow established procedures to refer and coordinate conflict checks as needed.
• Prepare and maintain intake documentation, including intake forms, engagement letters, and client agreements. Generate reports and summaries of intake activities as requested by management.
• Collaborate with attorneys, paralegals, and administrative staff to ensure smooth handoffs and transitions throughout the intake process. Provide support to legal staff as needed.
• All other duties and responsibilities as assigned.

Applications

Woods Rogers is an equal opportunity employer. Interested candidates should submit a resume and cover letter to recruit@woodsrogers.com. Review of applications will begin immediately. This position will remain open for applications until filled.