V104- Legal Intake and Payments Assistant

For ambitious, culturally diverse, curious minds seeking booming careers, Job Duck unlocks and nurtures your potential. We connect you with rewarding, remote job opportunities with US-based employers who recognize and appreciate your skills, allowing you to not just survive but thrive.

As a lifestyle company, we ensure that everybody working here has a fantastic time, which is why we’ve earned the Great Place to Work Certification every year since 2022!

Job Description:

Join Job Duck as a Legal Intake and Payments Assistant , where you will serve as the first point of contact for prospective clients and play an important role in creating a smooth and positive client experience. In this position, you will manage inbound inquiries, qualify potential clients through an initial questionnaire, coordinate appointments and live transfers with the sales representative, and support prospective clients throughout the onboarding process. You will also assist with preparing engagement documents, collecting signatures, processing initial payments, and maintaining accurate client records. This role is ideal for a friendly, proactive, and organized professional who enjoys communicating with people, building relationships, and ensuring every inquiry receives timely attention and follow-through. If you are confident handling phone conversations, comfortable managing multiple priorities, and passionate about delivering excellent client service, we would love to hear from you.

Monthly Compensation Range: 1015 USD to 1100 USD

Responsibilities include, but are not limited to:

- Process initial client payments through LawPay, including entering the required banking information into the payment platform.

- Follow up on outstanding engagement documents to ensure timely completion.

- Schedule appointments and manage calendar coordination based on the sales team's availability.

- Identify qualified leads and coordinate live transfers or appointments with the sales representative.

- Qualify potential clients by conducting initial screening conversations and completing short intake questionnaires.

- Maintain a professional, empathetic, and solution-oriented approach when communicating with prospective clients, particularly those experiencing stressful tax-related situations.

- Collaborate with the sales representative and other team members to ensure a seamless transition from initial inquiry to client onboarding.

- Ensure all client interactions, inquiries, and follow-up activities are properly documented.

- Create and maintain accurate client records in IRS Logics and other internal systems.

- Prepare and send engagement agreements and other onboarding documents for electronic signature.

- Return missed calls and respond to voicemail messages in a timely manner.

- Follow up with prospective clients regarding inquiries, appointments, required documentation, and next steps.

- Monitor and respond to inquiries submitted through the company's website.

- Answer and manage inbound calls from prospective and existing clients through the company's phone system.

- Serve as the first point of contact for prospective clients, providing a welcoming and professional experience.

Requirements:

Schedule: Monday through Friday, 9 AM to 6 PM PST.
Excellent spoken and written English and Spanish required.
Previous experience in client intake, reception, customer service, lead qualification, or administrative support preferred.
Experience working in a law firm, accounting firm, or tax services environment is a plus.
Comfortable handling a high volume of inbound and outbound calls.
Strong verbal communication and active listening skills.
Ability to qualify leads by asking relevant questions and gathering essential information.
Experience coordinating appointments, managing calendars, and handling client follow-ups.
Familiarity with CRM platforms, case management systems, and cloud-based phone systems.
Comfortable processing initial payments through online payment platforms.
Strong organizational, multitasking, and time management abilities.
High attention to detail when handling client information, payment details, and engagement documents.
Ability to maintain confidentiality and handle sensitive client information responsibly.
Ability to work independently while collaborating effectively with a remote team.
Software and Tools:
Dialpad, Microsoft 365, IRS Logics, LawPay, CRM Systems, Electronic Signature Platforms, Google Workspace or similar productivity tools.
Required Skills
Client Intake
Client Relations
Bilingual Communication (English and Spanish)
Reception and Front Office Support
Inbound and Outbound Call Management
Lead Qualification
Customer Service Excellence
Appointment Scheduling
Calendar Management
Client Onboarding
CRM Management
Case Management System Proficiency
Payment Processing
Document Preparation and Processing
Electronic Signature Coordination
Client Follow-up Management
Data Entry Accuracy
Professional Phone Etiquette
Active Listening
Verbal Communication
Written Communication
Organization and Prioritization
Time Management
Attention to Detail
Confidentiality
Empathy and Relationship Building
Problem Solving
Reliability and Accountability
Adaptability
Team Collaboration
Proactive Mindset
Follow Through

Work Shift:

9:00 AM - 6:00 PM [PST][PDT] (United States of America)
Languages:

English, Spanish
Ready to dive in? Apply now and make sure to follow all the instructions!

Our application process involves multiple stages, and submitting your application is just the first step. Every candidate must successfully pass each stage to move forward in the process.

Please keep an eye on your email and WhatsApp for the next steps. A recruiter will be assigned to guide you through the application process. Be sure to check your spam folder as well.