The Intake Specialist is the first point of contact for prospective clients and plays a critical role in shaping their first impression of the firm. This person conducts warm, careful intake conversations, screens matters against the firm's exclusive appellate focus, and connects those we cannot help with a trusted referral partner. Beyond intake, this role also supports client communications and new-client onboarding, and works closely with the rest of the team to keep records, trackers, and files accurate and current.

This is a full-time position. Because the firm receives a modest volume of intake calls (up to five per day), the role also includes client communications and onboarding responsibilities beyond phone screening.

How to Apply:

Send an email to Rachelyates@yatesappeals.com with: (1) a subject line that says “Intake Specialist Application.” Note: This is a test; (2) instead of a traditional cover letter, tell us about a time you had to help someone feel confident and taken care of during a stressful or uncertain moment. What did you do, and why did it work? (3) Do NOT apply on Wizehire; instead, apply via email only.

Client Intake & Screening

• Serve as the first point of contact for prospective clients calling or writing to the firm
• Conduct thoughtful, empathetic intake conversations to understand each caller's situation and legal need
• Assess whether a matter falls within the firm's exclusive focus on Virginia appellate practice
• Clearly and professionally explain the firm's scope of practice to callers whose matters fall outside it
• Identify appropriate referral partners for matters outside the firm's scope and facilitate warm handoffs
• Accurately document intake calls, capturing key facts, deadlines, and case details

Client Communications

• Communicate with prospective and current clients by phone, email, and written correspondence
• Draft clear, professional, and empathetic written communications, including intake summaries, follow-up emails, and referral letters
• Serve as a responsive, reassuring point of contact for clients navigating a stressful legal process

Client Onboarding

• Guide new clients through onboarding, including engagement paperwork, fee agreements, and initial file setup
• Ensure onboarding documentation is complete, accurate, and properly filed
• Coordinate with attorneys and staff to ensure a smooth transition from intake to active representation

Organization & Documentation

• Maintain detailed, accurate records of all intake inquiries, referrals, and client communications
• Track the status of each inquiry from first contact through resolution (engagement or referral)
• Maintain and update intake logs, referral trackers, and related systems
• Flag deadlines, follow-ups, and outstanding items to keep the team on track

Team Collaboration

• Work closely with attorneys and staff to understand current caseload capacity and case criteria
• Communicate proactively about incoming inquiries and potential new matters
• Contribute to a supportive, collaborative team culture

• Excellent spoken and written communication skills; comfortable producing clear, professional writing daily
• Strong organizational skills and close attention to detail
• Genuine warmth and empathy, including with people who may be under stress
• A clear understanding of the importance of accurate documentation and follow-through
• Self-motivated, with a strong desire to learn, grow, and improve
• Comfortable working as part of a small, closely coordinated team
• Prior experience in a law firm, legal intake, customer service, or other client-facing role preferred but not required
• Proficiency with standard office and case-management software, or a demonstrated ability to learn new systems quickly

Yates Appellate Law is a Virginia law firm focused exclusively on appellate practice before Virginia's appellate courts. Because our work is highly specialized, careful, well-informed intake is essential — every prospective client deserves a thoughtful answer about whether we're the right firm for their case, even when the answer is no.

This role is a strong fit for someone who shares our firm's core values:

• Excellence — we hold our work, and each other, to a high standard
• Lifelong learning — we believe in continuously growing and improving
• We do what we say — we follow through on our commitments, to clients and to each other