Job Duck

Attorney

• Support finance teammates with pending tasks when they are unavailable.
• Attend weekly Finance department meetings and firmwide meetings.
• Provide client financial status and Trust balances to legal team as needed.
• Update payments received daily on Financial Dashboard.
• Prepare and revise pre-bills; upload time entries for invoicing software.
• Manage cost requests from legal teams by contacting clients and notifying teams upon payment.
• Implement client credits and adjustments; move funds between matters when applicable.
• Prepare invoices and email statements to clients.
• Conduct client calls with professionalism and maintain logs for each call.
• Collaborate with Finance Chair and team to stay current with client changes and preferences.
• Generate and distribute weekly client aging reports for Business and Litigation teams.
• Draft and send balance reminder emails for outstanding balances.
• Maintain master file of all client contact attempts.
• Prepare daily collection calls list to follow up on aging balances and account replenishments.

Legal Billing Assistant

Performance Marketing

• Follow up with leads who have expressed interest but have not yet scheduled an appointment.
• Process payments for initial consultations.
• Conduct initial client screenings using the firm’s intake script, documenting key details such as client needs, urgency, and potential conflicts.
• Track and update appointment statuses in the case management system.
• Schedule initial consultations for qualified leads and send appointment reminders as needed.
• Enter all client and lead information accurately into the CRM and maintain updated records at all times.
• Update the firm’s CRM and tracking systems with accurate and current information regarding leads and consultations.
• Implement a structured follow-up process for no-shows and unengaged leads, including scheduling reminder calls and sending follow-up emails.
• Provide pre-appointment follow-up to ensure clients are prepared for their scheduled consultations.
• Assist in screening potential new clients by gathering basic information and directing qualified leads to the appropriate attorney or legal assistant.
• Use the firm’s intake script to identify the nature of the inquiry and ensure a smooth handoff to the legal team.
• Provide a welcoming and professional conversation to support the firm’s mission of delivering the highest level of customer service.

Intake Specialist – Legal Intake, Client Conversion

• Enter all client and lead information accurately into the CRM and maintain updated records at all times.
• Follow up with leads who have expressed interest but have not yet scheduled an appointment.
• Provide a welcoming and professional conversation to support the firm’s mission of delivering the highest level of customer service.
• Schedule initial consultations for qualified leads and send appointment reminders as needed.
• Track and update appointment statuses in the case management system.
• Use the firm’s intake script to identify the nature of the inquiry and ensure a smooth handoff to the legal team.
• Assist in screening potential new clients by gathering basic information and directing qualified leads to the appropriate attorney or legal assistant.
• Conduct initial client screenings using the firm’s intake script, documenting key details such as client needs, urgency, and potential conflicts.
• Implement a structured follow-up process for no-shows and unengaged leads, including scheduling reminder calls and sending follow-up emails.
• Process payments for initial consultations.
• Provide pre-appointment follow-up to ensure clients are prepared for their scheduled consultations.
• Update the firm’s CRM and tracking systems with accurate and current information regarding leads and consultations.

Intake Specialist – Legal Intake, Client Conversion Specialist

Customer Support

• Support workflow improvements and client communication processes
• Handle sensitive legal and financial information with accuracy and discretion
• Coordinate follow ups with clients and internal team members
• Provide ongoing administrative and procedural support to attorneys
• Track deadlines, court dates, and attorney calendars with precision
• Prepare, format, and organize legal documents and correspondence
• Manage inbound phone calls and client email communications
• Conduct client intake calls and gather accurate and complete case information
• Maintain well organized digital case files and records

Attorney Support Specialist

Executive Assistant

• Manage and prioritize high-volume client email correspondence with accuracy and discretion
• Proofread and finalize legal documents
• Track and proactively communicate upcoming deadlines and deliverables
• Organize and maintain legal filing systems
• Transcribe and summarize electronic dictation
• Handle all firm and client information with strict confidentiality
• Proactively identify action items and next steps from client instructions and communications
• Bring structure and consistency to daily workflows in a fast-paced legal environment
• Manage complex scheduling across multiple time zones
• Draft and format contracts, pleadings, motions, and correspondence
• Assist with billing tasks, time tracking, and expense reconciliation
• Maintain structured, well-organized inbox and calendar systems for the executive
• Track, assess, and respond to urgent matters while maintaining control of competing priorities
• Maintain firm-wide calendars including court dates and filing deadlines
• Monitor urgent and routine correspondence and take timely action
• Take meeting notes and ensure follow-up actions are completed
• Ensure documents comply with court rules and formatting standards
• Support a positive, client-centered virtual team environment.

Legal Administrative Secretary

Client Services Representative

• Track pipeline and intake progress accurately
• Schedule new appointments using Google Calendar
• Proactively inform clients about the fee
• Maintain a high level of customer service and professionalism
• Convert leads into clients through effective communication and follow-up
• Collect payments via provided link
• Answer all incoming calls promptly and professionally
• Prepare and submit daily reports using Google Sheets

Intake Specialist – Client Support & Sales Intake Representative

• Handle sensitive and confidential information with discretion.
• Coordinate internal communication using Slack and email.
• Maintain accurate and up-to-date case records in Clio.
• Assist with research and case preparation as needed.
• Review, organize, and file legal documents in court systems.
• Prepare initial drafts of discovery requests and client communications.
• Support attorneys and paralegals with daily administrative and legal tasks.
• Perform date calculations to ensure all legal deadlines are met.
• Schedule appointments, hearings, and internal deadlines.

Legal Case Support Assistant

• Create, update, and maintain SOP documentation
• Follow up with clients to maintain strong relationships and smooth workflows
• Respond to scheduling and pre-sales inquiries
• Handle calendar management, scheduling, and appointment coordination
• Draft and send professional email responses on behalf of the firm
• Assist with intake forms and follow up on incomplete submissions
• Perform ongoing data entry and administrative support tasks
• Support client onboarding and manage the sales pipeline
• Send documents, engagement letters, and follow up to ensure signatures and payment completion
• Manage and organize email inboxes to ensure priority client communications are addressed promptly

• Prepare and report key metrics to leadership.
• Maintain updated records within FileVine and Leadducket.
• Collaborate closely with the referral manager.
• Support the current intake specialist in daily operational duties.
• Utilize VOIP software for communication-related tasks.
• Gather and record client feedback for internal tracking.
• Perform accurate and timely data entry.
• Ensure efficient document and information flow for the intake process.
• Conduct follow-up calls with clients as needed.

Intake Support Specialist

Human Resources

• Update scorecards on Bloomgrowth.
• Initiate Business Process in Workday of Quarterly Conversations.
• Conducts Culture Environment Survey.
• Share Birthdays and Anniversary cards.
• Work closely with management and employees to improve work relationships, build morale, and increase productivity and retention.
• Updates Job Descriptions.
• Support departmental leaders and in managing talent development and employee discipline by providing recommended action plans.
• Managing end to end employee lifecycle including – experience in Performance Achievement & Employee engagement.
• Executes employees' internal movements and promotions in Workday.
• Proactively monitor personnel for issues or situations.
• Manages administrative tasks such as maintaining personnel records, managing HR documents, and updating internal databases.
• Conducts exit interviews and forwards reports to employee's Immediate Superior, Business Unit Head, and HR Head.
• Assisting Team Leaders and Directors on the creation of cases for Team Members and the corresponding feedback calls.
• Continuously research industry trends and best practices to improve HR processes and policies that enhance employee satisfaction.
• Manage and resolve complex employee relations issues.
• Conduct effective, thorough, and objective investigations.
• Supports employee engagement and Internal communication in the organization of company-wide events.
• Serve as a main point of contact and manage relationships with the assigned department team members and leaders.

HR Partner

• Maintain accurate financial records and ensure compliance with internal processes
• Prepare and deliver handover updates during morning huddles, including summaries of completed tasks and any pending items
• Ensure all processed payments are properly recorded and updated in the system
• Communicate billing discrepancies, issues, or updates to the appropriate team members
• Run credit card billing for designated time periods accurately and within required deadlines
• Provide support to the billing team by managing credit card billing processes during after-hours

Billing Assistant, Legal Billing Coordinator

• Organize, update, and maintain digital documents.
• Enter data across multiple CRMs, ensuring all information is correct.
• Schedule meetings and coordinate availability with clients and team members.
• Follow up on pending data entry tasks and ensure timely completion.
• Gather caller information and record it properly.
• Complete required forms and documentation.
• Answer incoming phone calls and provide clear, professional communication.
• Manage intake processes with accuracy and consistency.

Legal Client Intake Coordinator

Administrative Assistant

• Maintain organized and timely communication across all channels.
• Record accurate summaries and details from intake calls.
• Contact potential clients to support ongoing intake activities.
• Add new leads and call notes into Lead Docket.
• Lead intake processes via email and phone.
• Utilize internal tools such as Teams, Outlook, and Calendly for scheduling and coordination.
• Follow up with leads to gather information for client review.

Client Intake Administrative Assistant

• Maintain organized and up-to-date client records and documentation
• Document all communications accurately within the CRM
• Schedule appointments and manage calendars as needed
• Manage inbound and outbound client communications with professionalism and urgency
• Prioritize urgent matters and prevent task backlogs
• Conduct timely follow-ups and ensure deadlines are consistently met
• Support internal team coordination and workflow efficiency
• Complete assigned tasks within a structured, KPI-driven system
• Handle high-volume calls while maintaining accuracy and efficiency

Receptionist – Reception and Administrative Support Specialist

Account Executive

• Conducting outbound cold calls to potential clients, with the primary goal of scheduling Discovery Calls.
• Sending email reminders and confirmations to potential new clients for scheduled Discovery Calls.
• Diligently track all PNC interactions, notes, and status updates within the CRM to ensure accurate reporting and follow-up.
• Supporting cold calling efforts by contacting Potential New Clients via email, text messages and LinkedIn to increase response and booking rates.
• Answering phone calls from potential clients.
• Conducting identify needs and guide them through the sales process.
• Monitoring the Departmental Calendar for upcoming meetings and coordinating scheduling logistics as needed.