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Overview:
Beacon Hill's client is seeking a compassionate and detail-oriented Client Intake Specialist to serve as the first point of contact for prospective clients. This role plays a critical part in managing the intake process, supporting internal operations, and collaborating across sales, marketing, and administrative teams to ensure an excellent client experience.

This is a direct hire role that is onsite in Little Canada, MN.

Key Responsibilities:

1. Client Intake & Sales Support

Serve as the first contact for all potential new clients (PNCs), assessing fit, scheduling consultations, and maintaining timely follow-up via phone, email, and CRM tools.

Manage intake across multiple channels (phone, email, online forms, chat).

Process payments and initiate follow-up communication, including document requests and drip campaigns.

Conduct phone and occasional in-person consultations for cases involving probate, estate administration, guardianship/conservatorship, and hourly asset protection matters.

Monitor and follow up on unscheduled PNCs; assist with client rehires as needed.

2. Administrative & Reception Support

Prepare sales meeting agendas and sales data reports weekly.

Maintain sales tracking tools including lead tracking spreadsheets and case number logs.

Manage file openings in Clio Manage, setting up workflows, custom fields, and tracking key documents.

Provide reception support when needed, including fielding client questions and managing incoming calls.

Update key sales documents, visuals, and forms, and assist with client document signings.

3. Billing & Financial Coordination

Process check deposits and vendor invoices; monitor financial tools such as Positive Pay.

Assist with Evergreen payments, refunds, and final billing communications.

Handle client billing questions, coordinate LawPay refunds, and support invoice accuracy and close-out documentation.

Manage the billing inbox twice per month and ensure timely communication.

4. Marketing & General Support

Assist with updating sales visuals and tracking paid advertising (e.g., Google Ads, mailers, LSAs).

Support website updates and coordinate with marketing vendors on performance tracking and content adjustments.

Qualifications:

High school diploma required; college degree preferred

Experience in a client-facing or administrative role

Proficiency with CRM systems, calendars, and workflow/reporting tools

Strong attention to detail and ability to handle multiple priorities

What You Bring:

Empathy and professionalism in all client communications

Excellent written and verbal communication skills

A proactive, solution-focused mindset

Flexibility and adaptability in a fast-paced legal or professional services setting

Ability to collaborate effectively across departments

1423911_1752509311 To Apply for this Job Click Here