Job Duck

Communications

• Partner with leadership and client management teams to maintain an efficient intake pipeline
• Manage communications through phone, email, Instagram, and WhatsApp
• Update intake records and documentation within LegalBridge
• Maintain detailed and accurate client information within case management systems
• Take accurate messages and ensure timely follow up
• Respond to client inquiries with professionalism and empathy
• Perform additional intake and administrative duties as assigned
• Support a seamless, organized, and client centered intake experience
• Monitor multiple communication channels throughout the day
• Assist with outreach initiatives and re engagement efforts
• Triage incoming communications and route inquiries appropriately
• Follow up with prospective clients regarding retainer agreements and next steps
• Prepare and distribute retainer agreements
• Coordinate calendars and appointments for attorneys and team members
• Schedule paid consultations, complimentary consultations, and client meetings
• Conduct intake consultations and guide prospective clients through the onboarding process

Intake and Communications Coordinator

Attorney

• Prequalify incoming leads by gathering relevant information
• Assist callers with empathy, patience, and professionalism
• Enter and update information within CRM and case management systems
• Serve as the first point of contact for prospective and existing clients
• Maintain organized digital records and documentation
• Transfer calls to the appropriate team member when needed
• Manage multiple phone lines while handling administrative tasks simultaneously
• Answer incoming calls professionally and courteously
• Take detailed and accurate messages

Legal Receptionist

Project Manager

• Prepare and deliver training sessions related to project management practices and procedures
• Conduct quality assurance reviews to maintain high standards of deliverable quality
• Collaborate with technical teams to improve project workflows and system integrations
• Facilitate project kickoff meetings and stakeholder communications
• Monitor project progress, timelines, risks, and deliverables
• Manage project resources and support automation processes for team and project setup
• Maintain project management templates, documentation, and governance standards
• Assign Project Manager support based on project requirements and team capacity
• Lead project planning, governance, and resource allocation activities across multiple initiatives
• Coordinate project intake meetings, planning sessions, and alignment meetings with stakeholders
• Analyze opportunities for continuous improvement and operational efficiency
• Maintain project calendars, planning schedules, and organizational reporting hubs
• Serve as a backup resource for Project Managers when needed
• Develop, maintain, and update project management policies, procedures, and guidelines
• Facilitate leadership meetings, planning sessions, and project review meetings
• Manage stakeholder engagement and communication strategies
• Support project closure activities and ensure proper documentation of completed work
• Facilitate Scrum ceremonies including sprint planning and retrospective meetings
• Participate in requirements gathering and project discovery activities
• Manage and monitor project related support tickets and process improvement initiatives
• Maintain project databases, reporting tools, and project management systems
• Support Project Managers by providing guidance, oversight, and operational assistance
• Prepare and present executive level project reports and status updates
• Oversee cross departmental collaboration to ensure successful project execution
• Monitor team capacity and support efficient workload distribution

Junior Director, Project Management Office

• Provide general information regarding the firm and its services
• Answer and manage incoming phone calls professionally and promptly
• Ensure all callers receive a positive and professional experience
• Support daily administrative and communication needs as assigned
• Assist with translation during meetings when necessary
• Schedule and coordinate appointments as needed
• Transfer calls to the appropriate attorneys, paralegals, or departments
• Serve as the first point of contact for clients, prospective clients, and business partners
• Follow up with individuals who miss scheduled appointments

Virtual Legal Receptionist

Intake Specialist

• Follow intake procedures and scripts to ensure consistency.
• Assist with translation during meetings when needed.
• Assist with obtaining signed agreements during intake calls.
• Gather relevant information regarding potential cases.
• Conduct conflict checks within the CRM system.
• Enter client information accurately into MyCase CRM.
• Schedule consultations with attorneys and legal staff.
• Screen and evaluate callers based on firm guidelines.
• Answer inbound calls from prospective client.
• Maintain detailed and organized client records.
• Explain general information regarding services and fees.
• Provide a positive and professional client experience throughout the intake process.

New Client Intake Specialist

Executive Assistant

• Send meeting reminders five minutes before scheduled meetings.
• Review and monitor the CEO's GSU and firm email accounts, identifying and escalating important matters requiring attention.
• Protect the CEO's time and mental space by managing interruptions, prioritizing commitments, and maintaining focus on key objectives.
• Answer and place phone calls as needed.
• Prepare meeting notes and maintain accurate records of discussions and action items.
• Attend meetings on behalf of or alongside the CEO when required.
• Prepare, organize, and distribute the CEO's daily agenda.
• Coordinate and schedule meetings, appointments, and events as requested.
• Manage and maintain the CEO's calendar, ensuring priorities are aligned and scheduling conflicts are proactively resolved.
• Maintain strict confidentiality while handling sensitive business and personal information.
• Make payments and complete administrative transactions as directed.
• Anticipate needs, identify potential issues, and implement solutions proactively.
• Announce, coordinate, and attend office hours as required.
• Support preparation and coordination for L10 meetings, check in meetings, office hours, and other recurring leadership meetings.
• Update and maintain the CEO's task lists and follow up on pending action items.
• Liaise with internal teams to ensure projects, priorities, and commitments remain organized and on track.
• Conduct research and gather information to support decision making and ongoing initiatives.
• Assist with personal and professional tasks that support the CEO's priorities.
• Coordinate travel arrangements, itineraries, and related logistics.

Senior Executive Assistant

Billing Specialist

• Apply incoming payments accurately to the appropriate client accounts.
• Follow up with clients by phone and email to ensure timely payment of invoices.
• Monitor accounts receivable and generate aging reports to track outstanding balances.
• Manage multiple billing projects simultaneously while meeting monthly deadlines.
• Collaborate with attorneys and internal team members to resolve billing questions and discrepancies.
• Ensure compliance with billing policies, procedures, and deadlines.
• Maintain accurate billing and financial records.
• Distribute monthly invoices to attorneys for review and approval.
• Prepare billing revisions requested by attorneys and generate final invoices for distribution.
• Audit, review, and edit pre-bill invoices before they are distributed to clients.
• Provide exceptional customer service while maintaining professionalism during payment discussions.

Billing Assistant – Billing & Collections Specialist

Account Manager

• Collaborate with internal teams to deliver a seamless client experience.
• Lead and participate in client meetings to ensure alignment and progress.
• Provide proactive support during onboarding and trial phases to ensure successful engagement.
• Conduct ongoing client check-ins to assess satisfaction and uncover evolving needs.
• Support staffers when necessary to maintain alignment with client expectations.
• Manage first-week follow-up processes with clients and staffers to ensure successful onboarding.
• Monitor account performance and identify opportunities for improvement and expansion.
• Lead launch sessions with new clients to set expectations and align on goals.
• Diagnose client challenges and guide them toward appropriate solutions.
• Act as the central point of coordination between clients and internal teams.
• Cultivate client referrals through strong relationship management.
• Identify and drive account growth opportunities aligned with client goals.
• Drive client retention and account health by identifying risks and addressing concerns proactively.
• Build and maintain strong client relationships by establishing trust, credibility, and consistent communication.
• Contribute to company initiatives and continuous improvement efforts.
• Maintain accurate documentation, including notes, updates, risks, and opportunities.

Account Manager II

Client Services Representative

• Manage calendars and coordinate scheduling needs
• Conduct client intake conversations and gather relevant details regarding potential matters
• Ensure confidentiality and professionalism in all client interactions
• Perform administrative support tasks as assigned
• Schedule consultations, appointments, and meetings
• Create clear summaries of client matters for attorney review
• Collect and organize client information and supporting documentation
• Transfer calls to the appropriate team members when necessary
• Answer incoming phone calls in a professional and courteous manner
• Serve as the primary point of contact for prospective and existing clients
• Create a welcoming and positive experience for every caller and client
• Follow up with potential clients when appropriate
• Maintain accurate client records and documentation
• Respond to client questions and provide exceptional customer service
• Complete intake forms accurately and thoroughly

Client Service Representative

Medical Records Specialist

• Monitor intake tasks and follow up on pending items to ensure timely completion
• Provide a compassionate and supportive experience for clients throughout the intake process
• Route calls and inquiries to the appropriate team members when necessary
• Serve as the primary point of contact for incoming calls and inquiries
• Follow established firm procedures for obtaining and managing medical records
• Communicate with clients regarding documentation requests and case-related information
• Manage the firm's main phone line and ensure calls are handled professionally and efficiently
• Collaborate with the attorney and legal team to support case preparation and workflow efficiency
• Maintain accurate records and case-related documentation within Filevine
• Obtain, organize, track, and maintain medical records and billing documentation
• Gather, verify, and accurately enter client information into the firm's systems
• Conduct the complete client intake process from initial contact through information collection and documentation

Personal Injury Intake Specialist – Medical Records

• Communicate with clients and medical providers via phone and email.
• Maintain organized case files and track deadlines.
• Draft motions, pleadings, and legal documents (training provided).
• Assist with pre-litigation case development (Personal Injury).
• Support attorneys with case preparation.
• Ensure all communications reflect professionalism and clarity.
• Request, track, and organize medical records and documentation.

Legal Case Manager

Marketing

• Help implement marketing projects directed by leadership.
• Support marketing initiatives and ongoing projects.
• Assist with sponsorship-related activities.
• Collaborate with a marketing agency on assigned tasks.

Marketing Program Assistant

Legal Assistant

• Manage the full cycle of case support: client interaction, information gathering, drafting, and follow-up.
• Manage calendars and schedule appointments.
• Conduct legal research to support ongoing cases.
• Draft legal documents including motions and case-related documentation.
• Conduct outbound calls for follow-ups, updates, and clarifications.
• Handle inbound calls from clients, often involving sensitive or emotional situations.
• Support attorneys by taking ownership of delegated tasks within cases.
• Perform general administrative tasks tied to case management.
• Coordinate meetings and follow-ups with clients and attorneys.
• Gather and organize client-provided information for case preparation.
• Act as a key point of contact between clients and the legal team.
• Guide clients through sensitive processes and extract necessary information.

Legal Assistant III

• Maintain and update client records in Clio Grow and Clio Manage
• Support client intake and onboarding processes
• Contact existing clients regarding case updates
• Answer incoming phone calls and manage client inquiries
• Support daily administrative and client service tasks within the firm
• Ensure timely follow up and consistent client engagement
• Coordinate communication between clients and the legal team
• Assist in the preparation and sending of invoices
• Follow up with clients regarding invoices and trust related requests
• Book new client consultations and manage scheduling.

Legal Assistant – Estate Planning

• Join Job Duck as a Billing & Operations Executive Assistant by supporting a dynamic legal team in the Commercial & Corporate practice area.
• Assist with billing coordination, email and calendar management, onboarding clients, and supporting payroll and document drafting.
• Contribute to a collaborative and client-focused environment.
• Calculate referral fees for external attorneys.
• Track billable hours and calculate payments.
• Manage email communications.
• Draft basic legal and administrative documents.
• Support client onboarding processes.
• Learn and assist with paralegal tasks as needed.