Job Description: Intake and File Specialist
Firm: Egan Law, LLC
Location: Galesburg, IL
Position Type: Full-Time, In-Office
About Our Firm
Egan Law, LLC is an established and growing law practice located in Galesburg, IL. We specialize in real estate, estate planning, estate administration, and business law, with a strong commitment to serving our community. As our caseload grows we are seeking a highly organized and empathetic Intake and File Specialist.
Position Summary
This position is responsible for managing new client inquiries. The right candidate will ensure potential clients are a good fit for our practice areas and that their experience with our firm is trouble-free. This position will also manage the flow of internal files between team members and clients, both digitally and in hard copy. The ideal candidate will possess excellent communication skills, a high degree of empathy, and an eye for detail. This position will ensuring every client and file receives the attention they deserve from the very beginning.
Key Responsibilities
- Client Intake & Screening: Serve as the initial point of contact for all new client inquiries via phone, email, and in-person. Conduct preliminary interviews to gather essential information and determine if the potential client's needs align with the firm's practice areas.
- Case Triage: Assess the urgency and nature of each inquiry and appropriately route them to the attorney or other staff members. Refer clients with needs outside of our expertise to other professionals in our network.
- File Opening & Management: Open new client files, ensuring all initial client information and documents are accurately entered and organized. Create, track, and maintain electronic and physical files in accordance with firm procedures.
- Appointment Scheduling: Manage the attorney's and other staff members' calendars for initial consultations, ensuring new client meetings are scheduled efficiently.
- Document Collection: Guide new clients in the process of gathering and submitting necessary initial documents (e.g., death certificates, wills, deeds, real estate contracts).
- General Administrative Support: Assist with overflow administrative tasks as needed, including correspondence, filing, and basic data entry.
Qualifications
- Previous experience as a paralegal or legal assistant is strongly preferred. Experience in a professional office environment will be considered.
- Exceptional verbal and written communication skills with a professional and empathetic demeanor.
- Highly organized and detail-oriented with the ability to manage multiple tasks simultaneously in a fast-paced environment.
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
- Ability to handle confidential information with discretion.
- A strong work ethic and the ability to work independently as well as part of a team.
Compensation & Benefits
- Competitive pay based on experience.
- Discretionary performance-based bonuses.
- IRA with a firm match.
- Health insurance stipend.
To Apply
Please submit your resume and a cover letter detailing your relevant experience and why you are the right fit for our team to [email protected].
Pay: $21.00 - $25.00 per hour
Benefits:
- Paid time off
- Retirement plan
Work Location: In person
