Legal Intake Specialist - Renier Hotopp Law Offices, LLC

Location: Remote

Job Type: Full-Time | Monday–Friday | 8:00 AM–5:00 PM

Compensation: $8–$9/hour, based on experience + Benefits

Be the First Point of Contact for People Seeking Legal Help

Renier Hotopp Law Offices, LLC is a growing Wisconsin law firm with offices in Burlington and De Pere. We are committed to providing responsive, compassionate, and professional service to every person who contacts our firm.

We are looking for a Legal Intake Specialist to serve as the first point of contact for potential new clients.

This is a phone-driven role . You will speak with prospective clients, gather information about their legal matters, ask structured intake questions, determine whether their case meets the firm's established criteria, and help qualified potential clients move forward to the appropriate next step.

This is not simply an administrative or receptionist position. You will play an important role in determining which potential matters are appropriate for the firm while ensuring every caller receives a professional and positive experience.

Responsibilities:

Handle inbound calls from potential new clients and conduct initial legal intake conversations

Speak with prospective clients professionally and compassionately while maintaining control of the conversation

Ask structured questions to understand the caller's legal issue, circumstances, timeline, location, and other relevant case information

Qualify or disqualify potential matters based on the firm's established intake criteria

Identify whether a potential client's matter falls within the firm's practice areas and determine the appropriate next step





Recognize matters that do not meet the firm's criteria and communicate next steps professionally

Gather complete and accurate information before scheduling qualified potential clients for consultations or case evaluations

Conduct conflict-check information gathering and ensure required information is documented correctly

Enter detailed notes and potential client information into the firm's lead management and case management systems

Manage and follow up with new leads by phone, email, and other approved communication channels

Schedule consultations and case evaluations for qualified potential clients

Follow up with potential clients who have not yet completed the intake or consultation process

Send, track, and follow up on engagement documents, payment information, and other required materials when applicable

Maintain accurate records of lead status, intake outcomes, follow-ups, and next steps

Work closely with the Client Experience Manager and legal team to ensure qualified leads are handled efficiently

Maintain confidentiality and professionalism when discussing sensitive personal and legal matters

Qualifications:

Excellent spoken and written English

Strong phone communication and active-listening skills

Comfortable handling a high volume of phone conversations and follow-ups

Ability to ask direct, structured questions while remaining empathetic and professional





Strong judgment and ability to follow established criteria when qualifying or disqualifying potential matters

Exceptional attention to detail and accurate documentation skills

Ability to recognize important information during conversations and ask appropriate follow-up questions

Comfortable speaking with people who may be frustrated, emotional, or dealing with stressful legal situations

Strong organizational and time-management skills

Comfortable working in a fast-paced environment where priorities may change

Technologically proficient and able to quickly learn CRM, intake, and case-management platforms

Reliable, responsive, and comfortable being accountable for follow-up tasks

Prior legal intake, law firm, call center, customer service, or phone-based sales experience is strongly preferred.

Experience conducting legal intake or screening potential clients is a significant advantage.

What Success Looks Like:

Success in this role means more than answering calls. You will help ensure that:

Potential clients are contacted promptly

Intake conversations are thorough and professional

Important case information is captured accurately

Matters are correctly qualified or disqualified according to firm criteria

Qualified potential clients are moved efficiently to the appropriate next step

Follow-ups do not fall through the cracks

Every person who contacts the firm receives a professional client experience

How to Apply

Interested candidates are invited to submit a resume outlining their relevant experience, particularly any background in legal intake, phone-based client service, call centers, lead qualification, or law firm support .

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