Intake Specialist

Job Description

Job Description

Job Title : Intake Specialist

Location : Virginia Beach, VA

Company : Melone Hatley, PC - Family Law Firm

Company Overview

Melone Hatley is a family law firm committed to excellence, with a presence in Virginia Beach, Reston, Richmond, Charlotte, NC, and Tampa, FL.

Recognized as one of the fastest-growing 500 law firms in the U.S. and rated by Super Lawyers, we pride ourselves on being a top employer in the region.

Our mission is to be the leading family and estate planning law firm, dedicated to helping individuals protect their families, finances, and futures.

We uphold core values of transparency, honesty, and open communication, ensuring every client receives personalized attention throughout their journey with us.

Position Overview :

We are seeking a proactive and detail-oriented Intake Specialist to join our expanding team. This role involves a range of administrative and clerical tasks, and the ideal candidate will exhibit strong organizational abilities and excellent communication skills.

Responsibilities include answering phones, addressing online inquiries, conducting new client intakes, tracking calls, and supporting management while ensuring smooth daily operations within the office.

Key Responsibilities :

• Phone Management : Answer and direct incoming calls, make outbound follow-up calls, and provide general support for client queries.
• Appointment Scheduling : Organize and schedule appointments for clients and attorneys.
• Correspondence Management : Write and distribute emails, memos, letters, faxes, and necessary documentation.
• Database Maintenance : Maintain updated contact lists and client information, ensuring accuracy and accessibility.
• Filing System Management : Organize a digital and physical filing system as required.
• Policy Adherence : Uphold office policies and procedures while assisting in the preparation of regular reports.
• Supply Management : Monitor and order office supplies as needed.
• Client Support : Serve as the point of contact for clients, visitors, and callers, providing exceptional customer service.
• Liaison Responsibilities : Collaborate with executive and senior managers to handle requests and manage queries.

Skills and Qualifications :

• Communication : Excellent written and verbal communication skills.
• Organizational Skills : Strong organizational abilities with a proven capacity to multitask effectively.
• Attention to Detail : Meticulous attention to detail and problem-solving skills.
• Technical Proficiency : Familiarity with general office equipment and procedures, along with proficiency in MS Outlook, Word, Excel, and practice management software (Clio and HubSpot preferred).
• Time Management : Excellent time management skills with the ability to prioritize tasks efficiently.
• Education : High school diploma required; previous experience as an Administrative Assistant or Secretary is an advantage.
Benefits :
• 401(k)
• 401(k)
• Dental, Health, Life, and Vision Insurance
• Paid Time Off

Schedule :

• Full-time position (8-hour shift)
• On-site attendance preferred with the flexibility for remote work as necessary

If you are an organized and motivated individual who thrives in a fast-paced environment and is eager to contribute to a team dedicated to family law, we would love to meet you.

Join us at Melone Hatley, PC where you can grow your career and make a meaningful impact!