[Hiring] Intake Specialist @Mullen Coughlin

Role Description

The Intake Specialist will work as part of a cohesive team to intake prospective new cases and schedule first fact-gathering calls for our data privacy practice. This is a full-time, fully remote position eligible for benefits. The ideal candidate will be based in Hawaii (HST) and work an approximate daily schedule of 8:00 AM to 5:00 PM HST (2:00 PM to 11:00 PM ET), with a one-hour unpaid lunch break.

• Manage the intake of new matters, including opening and closing case files.
• Serve as the first point of contact for clients, handling incoming calls, gathering incident information through established protocols, and determining appropriate next steps.
• Maintain and coordinate complex attorney and team calendars, scheduling meetings and managing priorities.
• Communicate effectively with internal stakeholders, clients, vendors, and other external contacts.
• Draft, proofread, and finalize professional correspondence and client communications.
• Monitor, prioritize, and triage high-volume email communications to ensure timely responses and follow-up.
• Process electronic filing of documents and manage electronic records and communications.
• Collaborate with attorneys and team members to deliver responsive, high-quality client service.
• Provide administrative and operational support to the team and assist with special projects as assigned.
• Perform additional administrative duties and responsibilities as needed.

Qualifications

• Ability to effectively manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong verbal and written communication skills with the ability to interact professionally with clients, attorneys, and colleagues.
• Excellent interpersonal and customer service skills.
• Working knowledge of database management systems and data entry processes.
• Strong typing, proofreading, and document formatting skills with a high degree of accuracy.
• Highly organized with a commitment to continuous learning and professional development.
• Proven time management skills with the ability to balance competing priorities and support multiple attorneys and team members.
• Ability to work both independently and collaboratively in a team-oriented environment.
• Strong analytical and problem-solving skills with the ability to identify and resolve issues efficiently.
• Exceptional attention to detail and organizational abilities.
• Experience with legal case management software, including ProLaw, is a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), including calendar management, scheduling, and document preparation; ability to quickly learn new software and systems.
• Ability to follow established procedures and standardized workflows with accuracy and consistency.
• Demonstrated professionalism, sound judgment, and a positive attitude when interacting with clients and colleagues.
• Ability to handle sensitive and confidential information with discretion and integrity.
• Strong adaptability and willingness to support evolving team and client needs.

Requirements

• Applicant must be authorized to work in the United States of America.

Benefits

• Competitive pay in the market.
• Full benefit package, including accrued time off.
• Paid maternity and paternity leave.
• Generous 401(k) program.