Free template
Legal intake specialist job description
A ready-to-use job description for a law firm intake specialist: what the job covers, who to look for, how to measure it and what to ask in the interview. Copy it, fill in the bracketed parts and post it.
The template
Legal intake specialist
[Firm name] is hiring a legal intake specialist to be the first person new clients talk to. You will answer calls, texts and web inquiries, ask our screening questions, book consultations with our attorneys and make sure every inquiry has an owner and a next step. [If your callers speak Spanish: You will do this in Spanish and English.]
What you will do
- Answer new-client calls, texts, chats and web forms during [hours and time zone], and return missed calls within [the time you set].
- Ask our screening questions and record the answers accurately in [intake system or CRM].
- Book consultations on attorney calendars, send confirmations and reminders, and follow up on no-shows.
- Send the engagement documents an attorney has approved and follow up until they are signed and returned.
- Run the conflict-check steps we use before any consultation.
- Refer callers outside our practice areas using our referral list.
- Log the source, outcome and next step of every inquiry.
- Pass any request for legal advice to an attorney, without giving it yourself.
What you bring
- [One to two] years answering calls for a law firm, medical office or other service business
- A calm, clear phone manner, including with callers who are injured, upset or worried
- Fast, accurate typing and complete notes in a CRM or case management system
- [Fluent spoken and written Spanish and English]
- Comfortable following a script and knowing when to hand a call to an attorney
- Discretion with confidential information
Nice to have
- Experience with [your intake system, such as Lawmatics, Clio Grow, Filevine or Litify]
- Intake experience in [your practice area]
Schedule and pay
[Full-time or part-time], [days, hours and time zone], [in office, hybrid or remote]. Pay: [range], plus [benefits].
How to apply
[How to apply, and what to include]
Text in brackets is yours to fill in or delete.
How to measure the role
Agree on targets with the attorney who oversees the work, and review them weekly for the first 90 days.
- How quickly new web inquiries get a first response
- The share of calls answered live, not by voicemail
- Consultations booked, and how many are kept
- Inquiries logged with a source and an outcome
- Engagement documents signed and returned
Interview questions
Include at least one work sample. It shows more in ten minutes than an hour of conversation.
1A caller is upset and talking fast. Walk me through the first minute.
Listen for: They let the caller finish, acknowledge it, then guide with short questions. They stay calm and keep control of the call.
2A caller asks whether they have a case. What do you say?
Listen for: No opinion on the case. They explain that an attorney decides, and offer a consultation.
3Here are notes from a sample call. What is missing?
Listen for: A work sample: they spot the missing date, contact details, next step or lead source.
4How do you keep track of follow-ups?
Listen for: A specific system: tasks in the CRM, calendar reminders, a daily list. Not memory.
5[If bilingual] Take this mock intake call in Spanish.
Listen for: Natural, polite Spanish, and English notes that match what the caller said.
6Two lines ring while you are on a third call. What do you do?
Listen for: They have a way to prioritize, and they return every missed call.
Questions
What does a legal intake specialist earn?
BLS doesn’t track intake specialists as a separate job. The closest category, legal secretaries and administrative assistants, had a median of $55,570 a year in the United States and $62,860 in California in 2025 (U.S. Bureau of Labor Statistics). With benefits and payroll costs, the U.S. median comes to about $6,615 a month.
Can I use this template as it is?
Yes. Fill in the bracketed parts, remove any that don’t apply, and check it against your state’s employment rules before you post it.
Can I hire a remote legal intake specialist instead?
Yes. A dedicated remote legal intake specialist from Legal Staffing Pros is $2,495 a month, full-time, recruited, paid and managed by us, with no setup fee. You interview the shortlist and choose.
Pay: U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, 2025 data (via O*NET OnLine), Legal secretaries and administrative assistants (43-6012). Benefits and payroll costs: wages and salaries were 70.0% of private employers’ compensation costs in June 2026 (BLS), so monthly cost = annual pay ÷ 0.70 ÷ 12.
More templates: case manager, paralegal, legal assistant, legal receptionist.
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