Intake SpecialistThe Law Office of Barry E. Janay, P.C.
Location: Remote (Work from anywhere)
Position Type: Full-Time | Intake Specialist
Practice Areas: Estates & Trusts | Probate & Administration | Business Law | Civil Litigation | Employment Law
About the Firm
The Law Office of Barry E. Janay, P.C. (LOBEJ) is a dynamic, growing boutique law firm serving the New York and New Jersey legal markets, with expanding operations into Pennsylvania and Connecticut. Since opening, we have built a reputation for sophisticated, personalized legal counsel in estates and trusts, probate and estate administration, business law, civil litigation, employment law, and real estate matters.
We pride ourselves on operational excellence and professional accountability. Our intake process is the foundation of everything we do it's where client relationships begin, conflicts are identified, biographical and legal details are captured with precision, and the client experience is set from the very first conversation. We are scaling our practice and building a team that can handle the volume and complexity our growth demands.
If you believe that excellence in client intake is not a back-office function but a core competitive advantage, this role is for you.
The Opportunity
We are seeking an organized, detail-oriented, and client-focused Intake Specialist to own and optimize our intake operations. You will be the first point of contact for many of our clients and the guardian of our intake data, conflict checking, and onboarding workflows.
This is not a data-entry role. You will:
- Qualify and screen incoming client inquiries across multiple practice areas (estates, probate, business law, litigation, employment, real estate, bankruptcy, and immigration)
- Conduct initial intake interviews — gathering biographical details, conflict information, case facts, and engagement expectations with professionalism and empathy
- Document thoroughly — using our Lawmatics CRM to ensure every intake is complete, conflict-checked, and audit-ready
- Verify compliance — ensuring our "trust-before-work" and billing protocols are followed before matters proceed
- Manage engagement letters — confirming that engagement letters are drafted, sent, and executed with no delays
- Track pipeline metrics — monitoring intake-to-matter conversion, follow-up completion, and intake velocity
- Own client communication — following up on pending details, coordinating next steps with attorneys, and ensuring no intake falls through the cracks
- Quality control — conducting spot checks on open intakes to ensure biographical completeness, conflict documentation, and timely attorney assignment
You will have visibility into our entire intake pipeline and will work closely with our attorneys, paralegals, and operations team to ensure every lead is treated with professionalism and every matter is onboarded correctly from day one.
What We're Looking For
Essential Skills & Experience
- 2+ years of intake, client services, or administrative experience in a legal or professional services environment (or equivalent demonstrated capability)
- Fluency with CRM platforms — you've used Salesforce, HubSpot, Lawmatics, or similar systems and understand how to keep data clean and workflows moving
- Exceptional attention to detail — you catch typos, inconsistencies, and missing information before they become problems
- Client service mindset — you're warm, professional, and genuinely interested in helping clients feel heard and supported
- Organizational systems — you thrive with multiple priorities, deadlines, and follow-ups; you use task lists, calendars, or project management tools naturally
- Written and verbal communication — you draft clear, professional emails and take notes during calls that are accurate and complete
- Basic conflict-checking knowledge — you understand the importance of conflict-of-interest verification and can follow our conflict protocol diligently
- Discretion — you understand attorney-client privilege and handle confidential information responsibly
Highly Valued (Not Required)
- Experience with legal-specific intake tools (Lawmatics, LawLabs, or similar)
- Familiarity with Clio or other legal practice management platforms
- Background in estates, probate, or litigation practice areas
- Experience managing intake pipelines or intake metrics
- Bilingual capability (Spanish, Mandarin, or other languages)
- Legal secretary or paralegal certification
What You Should Know About Yourself
- You take pride in operational excellence and follow-through
- You view intake as a business-critical function, not a clerical task
- You're comfortable learning new software and adapting to process changes
- You're proactive — you surface problems early and suggest solutions
- You're self-directed — you don't need to be micromanaged to stay on track
- You're collaborative — you work well with attorneys, paralegals, and office staff
- You can handle ambiguity and changing priorities with professionalism
Day-to-Day Responsibilities
- Screen incoming inquiries (phone, email, web forms) and perform initial conflict checks
- Conduct intake interviews — gathering client information, case facts, and engagement expectations with empathy and precision
- Document in Lawmatics — creating complete, audit-ready intake records with biographical details, conflict information, practice area coding, and fee structure notes
- Prepare engagement letters — coordinating with attorneys to ensure engagement letters are drafted, sent, and executed promptly
- Verify compliance — confirming trust-account deposits, retainer confirmations, and billing protocols before work begins
- Track metrics — monitoring intake volume, pipeline conversion, follow-up completion, and attorney assignment timeliness
- Follow up — ensuring no intake is abandoned; coordinating with responsible attorneys on next steps and status
- Quality control — periodically spot-checking open intakes for completeness and accuracy
- Manage calendars and deadlines — tracking engagement letter execution, follow-up dates, and statute-of-limitations notes
- Support onboarding — working with paralegals and case managers to hand off completed intakes smoothly into active case management
Compensation: Performance-Driven Structure
We believe intake excellence deserves to be rewarded. This is a hybrid pay structure with significant upside for performance.
Base Salary: $48,000 - $55,000
- Based on experience level, CRM proficiency, and background
- Paid bi-weekly, consistent and reliable
Performance Bonus Pool: Up to $18,000 Annually
- Earned quarterly based on trackable, firm-wide metrics
- You control the variables — excellence is directly tied to your compensation
- Top performers can earn total compensation of $66,000 - $73,000+
Performance Metrics (Quarterly Bonus Tracking)
Tier 1: Intake Volume & Velocity (40% of bonus pool)
- Number of intakes completed per week (target: 8-12 intakes/week depending on complexity)
- Average time from initial contact to complete intake documentation (target: 3-5 business days)
- Bonus: $0.50 per intake completed above baseline; speed bonuses for sub-3-day turnaround
Tier 2: Quality & Completeness (35% of bonus pool)
- % of intakes passing quality audit (biographical data completeness, conflict documentation accuracy, engagement letter status)
- Target: 95%+ of intakes audited pass without corrections
- Bonus: $1.00 per audit-passing intake; quality bonus if 100% pass rate achieved in quarter
Tier 3: Conversion & Follow-Up (25% of bonus pool)
- Intake-to-matter conversion rate (% of completed intakes that convert to billable matters within 30 days)
- Target: 85%+ conversion rate
- Follow-up completion rate (% of pending intakes with required follow-ups completed within SLA)
- Target: 98%+ on-time follow-up
- Bonus: Tiered rewards for hitting 85%, 90%, and 95%+ conversion; penalty reduction for any pending intakes exceeding SLA
Bonus Structure: Real Example
Conservative Quarter (Baseline Performance)
- 40 intakes completed at baseline velocity
- 94% quality pass rate (slightly below target)
- 83% conversion rate (slightly below target)
- Quarterly Bonus: $800-1,200 | Annual Run Rate: $3,200-4,800
- Total Comp: $51,200 - $59,800
Strong Quarter (Meeting Targets)
- 45 intakes completed with 85%+ on-time turnaround
- 97% quality pass rate
- 87% conversion rate
- 100% follow-up completion
- Quarterly Bonus: $3,500-4,200 | Annual Run Rate: $14,000-16,800
- Total Comp: $62,000 - $71,800
Exceptional Quarter (Exceeding Targets)
- 50+ intakes completed, sub-2-day average turnaround
- 99%+ quality pass rate with zero corrections
- 92%+ conversion rate
- 100% follow-up completion
- Quarterly Bonus: $5,000-5,500 | Annual Run Rate: $18,000+
- Total Comp: $66,000 - $73,000+
Why This Structure Works for You
- You're rewarded for what you control — intake volume, data quality, and follow-up timeliness are directly in your hands
- Transparency — every metric is measurable, tracked in Lawmatics/Clio, and reviewed quarterly with no ambiguity
- Upside potential — exceed targets and earn $15-20K more annually; that's meaningful money for strong execution
- Aligns with firm growth — as you handle more intakes and improve conversion, you earn more, and the firm grows faster
- Career progression signal — this bonus structure shows you're strategic about intake operations, not just administrative
We Invest in Our People
- Health Insurance: 50% employer-paid (individual or family plan)
- 401(k): Employer match on contributions
- Remote Flexibility: Work from anywhere; you control your workspace
- Professional Development: Annual training budget for legal tech certifications (Lawmatics, Clio, etc.)
- Quarterly Bonus Reviews: Transparent metric review and discussion every 13 weeks
You'll Own the Function
- This is not a script-reading role — you'll have autonomy and influence over how our intake process works
- Your feedback on bottlenecks, missing information, or workflow improvements will be heard and implemented
- You'll have direct access to our leadership team and will be part of strategic conversations about growth and operations
The Work Matters
- You'll be the first touchpoint for clients in vulnerable moments (estate planning, family conflict, business disputes, employment transitions)
- You'll set the tone for professionalism and care that clients expect from us
- Your accuracy and follow-through directly impact our firm's reputation and bottom line
Growth Opportunity
- As we scale from 8 to 20 attorneys and build out additional practice areas, this role will expand
- Strong intake specialists often transition into case management, billing operations, or practice management roles
- We promote from within and reward demonstrated competence with responsibility and compensation increases
How to Apply
Submit your resume, a brief cover letter (1 paragraph — tell us why this role appeals to you), and one professional reference. In your application, please answer this question:
Describe a time when you caught a mistake or inconsistency in a process, and how you handled it. What was the outcome?
We're looking for evidence that you think operationally and take ownership of quality.
The Interview Process
Round 1: Phone screening with our COO (30 minutes) — we'll talk about your background, your experience with CRM tools, and why you're interested in legal intake operations.
Round 2: Working interview (60 minutes) — you'll walk through a sample intake scenario, discuss how you'd organize a busy intake pipeline, and ask questions about the role and the firm.
Round 3: Team conversation (45 minutes) — brief chats with the practice areas you'd be supporting to get a sense of working relationship and firm culture fit.
The entire process takes 1–2 weeks. We move quickly for strong candidates.
Equal Opportunity
The Law Office of Barry E. Janay, P.C. is an equal-opportunity employer. We are committed to building a diverse and inclusive workplace and welcome applications from all qualified candidates regardless of race, ethnicity, gender, gender identity, age, disability, sexual orientation, religion, national origin, or any other protected characteristic.
Ready to join a growing firm where intake excellence matters? Apply now or reach out with questions.
The Law Office of Barry E. Janay, P.C.
354 Eisenhower Parkway, Suite 1250
Livingston, NJ 07039
908-280-2871
lobej.com
Pay: $48,000.00 - $55,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Vision insurance
Work Location: Hybrid remote in Livingston, NJ 07039
