Intake Specialist

ABOUT BVS

At Buena Vista Solutions, we understand that businesses today face complex challenges that require innovative solutions to stay ahead of the competition. We deliver measurable results that exceed our clients' expectations and build long-lasting relationships based on trust and mutual collaboration. Our mission is to enable businesses to achieve operational excellence and sustainable growth through innovative workforce optimization solutions. We strive to deliver measurable results that exceed our clients' expectations while building long-lasting relationships based on trust, transparency, and mutual respect.

Job Overview

This role is crucial for the firm's first impression, acting as the main point of contact for new clients and ensuring smooth and organized initial case management. The specialist will be responsible for handling all incoming and outgoing communications, qualifying potential clients, and implementing the case opening process using a set of specialized technology tools.

Responsibilities

• Answer all incoming calls, texts, and emails directly.
• Return missed calls immediately and maintain fast response times.
• Screen new leads and enter/update them in 
  MyCase
  .
• Schedule consultations using MyCase.
• Send retainer agreements for eSignatures, and payment requests.
• Collect retainers using MyCase payment links and payment plans.
• Open new cases in MyCase and apply workflows.
• Organize all documents in 
  Dropbox
  , make notes in Evernote Evernote, and assemble documents using Adobe (merge, OCR, redact).
• Make and maintain case timelines in 
  Preceden.
• Communicate professionally with potential clients and attorneys each day.

Required Skills

• Excellent phone presence and customer-service skills
• Strong organization and follow-through
• Tech-savvy; comfortable learning multiple software systems
• Experience with MyCase, Dropbox, Outlook, and Adobe is a plus
• Prior legal intake experience preferred (but not required)

Software Used

MyCase, Dropbox, Evernote, Adobe, Zoom Phone (office phone system), Outlook, Word, Excel, Cellebrite (basic handling), Preceden.