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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
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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.
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Manage intake across multiple channels (phone, email, online forms, chat).
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Process payments and initiate follow-up communication, including document requests and drip campaigns.
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Conduct phone and occasional in-person consultations for cases involving probate, estate administration, guardianship/conservatorship, and hourly asset protection matters.
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Monitor and follow up on unscheduled PNCs; assist with client rehires as needed.
2. Administrative & Reception Support
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Prepare sales meeting agendas and sales data reports weekly.
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Maintain sales tracking tools including lead tracking spreadsheets and case number logs.
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Manage file openings in Clio Manage, setting up workflows, custom fields, and tracking key documents.
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Provide reception support when needed, including fielding client questions and managing incoming calls.
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Update key sales documents, visuals, and forms, and assist with client document signings.
3. Billing & Financial Coordination
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Process check deposits and vendor invoices; monitor financial tools such as Positive Pay.
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Assist with Evergreen payments, refunds, and final billing communications.
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Handle client billing questions, coordinate LawPay refunds, and support invoice accuracy and close-out documentation.
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Manage the billing inbox twice per month and ensure timely communication.
4. Marketing & General Support
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Assist with updating sales visuals and tracking paid advertising (e.g., Google Ads, mailers, LSAs).
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Support website updates and coordinate with marketing vendors on performance tracking and content adjustments.
Qualifications:
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High school diploma required; college degree preferred
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Experience in a client-facing or administrative role
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Proficiency with CRM systems, calendars, and workflow/reporting tools
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Strong attention to detail and ability to handle multiple priorities
What You Bring:
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Empathy and professionalism in all client communications
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Excellent written and verbal communication skills
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A proactive, solution-focused mindset
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Flexibility and adaptability in a fast-paced legal or professional services setting
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Ability to collaborate effectively across departments
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