Legal Intake and Payments Assistant

This is a fully remote position, open to applicants in Brazil, +8 more countries.

📋 Description

• Act as the initial point of contact for potential clients, ensuring a seamless and positive experience.

• Handle incoming inquiries and oversee responses to questions submitted via the company website.

• Evaluate potential clients through preliminary screening discussions and brief intake questionnaires.

• Recognize qualified leads and facilitate live transfers or scheduling appointments with the sales representative.

• Arrange appointments and manage calendars according to the availability of the sales team.

• Assist prospective clients throughout the onboarding journey.

• Prepare and dispatch engagement agreements and other onboarding documents for electronic signatures.

• Follow up on pending engagement documents and necessary subsequent actions.

• Process initial client payments through LawPay, including entering the required banking details.

• Keep precise client records in IRS Logics and other internal systems.

• Document client interactions, inquiries, and follow-up actions.

• Return missed calls and respond promptly to voicemail messages.

• Manage inbound calls from prospective and existing clients utilizing the company phone system.

• Collaborate with the sales representative and team members to ensure a smooth transition from inquiry to onboarding.

• Communicate in a professional, empathetic, and solution-focused manner with prospective clients, including those facing challenging tax-related situations.

⛳️ Requirements

• Schedule: Monday through Friday, 9 AM to 6 PM PST.

• Proficient spoken and written English and Spanish is mandatory.

• Previous experience in client intake, reception, customer service, lead qualification, or administrative support is preferred.

• Experience in a law firm, accounting firm, or tax services environment is advantageous.

• Comfortable managing a high volume of both inbound and outbound calls.

• Strong verbal communication and active listening abilities.

• Capability to qualify leads by asking pertinent questions and collecting essential information.

• Experience in coordinating appointments, managing calendars, and conducting client follow-ups.

• Familiarity with CRM platforms, case management systems, and cloud-based phone systems.

• Comfortable processing initial payments through online payment solutions.

• Strong organizational, multitasking, and time management skills.

• Keen attention to detail when handling client information, payment details, and engagement documents.

• Ability to maintain confidentiality and manage sensitive client information responsibly.

• Capacity to work independently while effectively collaborating with a remote team.

• Software and tools: Dialpad, Microsoft 365, IRS Logics, LawPay, CRM Systems, Electronic Signature Platforms, Google Workspace or similar productivity tools.

• Required skills: Client Intake; Client Relations; Bilingual Communication (English and Spanish); Reception and Front Office Support; Inbound and Outbound Call Management; Lead Qualification; Customer Service Excellence; Appointment Scheduling; Calendar Management; Client Onboarding; CRM Management; Case Management System Proficiency; Payment Processing; Document Preparation and Processing; Electronic Signature Coordination; Client Follow-up Management; Data Entry Accuracy; Professional Phone Etiquette; Active Listening; Verbal Communication; Written Communication; Organization and Prioritization; Time Management; Attention to Detail; Confidentiality; Empathy and Relationship Building; Problem Solving; Reliability and Accountability; Adaptability; Team Collaboration; Proactive Mindset; Follow Through.

🏝️ Benefits

• Remote job opportunity.

• Great Place to Work Certification workplace.