To Apply for this Job Click Here

Overview:
Beacon Hill's client is seeking a compassionate and detail-oriented Client Intake Specialist to serve as the first point of contact for prospective clients. This role plays a critical part in managing the intake process, supporting internal operations, and collaborating across sales, marketing, and administrative teams to ensure an excellent client experience.

This is a direct hire role that is onsite in Little Canada, MN.

Key Responsibilities:

1. Client Intake & Sales Support

• Serve as the first contact for all potential new clients (PNCs), assessing fit, scheduling consultations, and maintaining timely follow-up via phone, email, and CRM tools.

• Manage intake across multiple channels (phone, email, online forms, chat).

• Process payments and initiate follow-up communication, including document requests and drip campaigns.

• Conduct phone and occasional in-person consultations for cases involving probate, estate administration, guardianship/conservatorship, and hourly asset protection matters.

• Monitor and follow up on unscheduled PNCs; assist with client rehires as needed.

2. Administrative & Reception Support

• Prepare sales meeting agendas and sales data reports weekly.

• Maintain sales tracking tools including lead tracking spreadsheets and case number logs.

• Manage file openings in Clio Manage, setting up workflows, custom fields, and tracking key documents.

• Provide reception support when needed, including fielding client questions and managing incoming calls.

• Update key sales documents, visuals, and forms, and assist with client document signings.

3. Billing & Financial Coordination

• Process check deposits and vendor invoices; monitor financial tools such as Positive Pay.

• Assist with Evergreen payments, refunds, and final billing communications.

• Handle client billing questions, coordinate LawPay refunds, and support invoice accuracy and close-out documentation.

• Manage the billing inbox twice per month and ensure timely communication.

4. Marketing & General Support

• Assist with updating sales visuals and tracking paid advertising (e.g., Google Ads, mailers, LSAs).

• Support website updates and coordinate with marketing vendors on performance tracking and content adjustments.

Qualifications:

• High school diploma required; college degree preferred

• Experience in a client-facing or administrative role

• Proficiency with CRM systems, calendars, and workflow/reporting tools

• Strong attention to detail and ability to handle multiple priorities

What You Bring:

• Empathy and professionalism in all client communications

• Excellent written and verbal communication skills

• A proactive, solution-focused mindset

• Flexibility and adaptability in a fast-paced legal or professional services setting

• Ability to collaborate effectively across departments

To Apply for this Job Click Here