Intake Administrator

Intake Administrator (Independent Contractor)

Requirments: C1-C2 level English 

Must have own computer, internet, all equipment 

Must be able to read and write in english

Must be looking for growth and what a career 

Summary

We are seeking a detail-oriented and highly organized Intake Administrator to support a busy law firm by managing and organizing incoming client data collected by Intake Specialists. This position plays a critical role in maintaining the accuracy and integrity of the client intake process by capturing and organizing information using Excel and other administrative tools.

The ideal candidate will have advanced Excel skills, a strong administrative background, and experience working in a legal or professional services environment.

Primary Responsibilities

Organize, input, and maintain intake data collected by Intake Specialists into Excel spreadsheets and internal databases.

Create, update, and manage multiple Excel workbooks and templates to track case status, client information, lead sources, and other key metrics.

Review intake notes and case details to ensure accuracy, completeness, and consistency in recorded data.

Maintain real-time tracking logs of prospective and active clients, ensuring data is categorized appropriately for attorney review.

Generate reports and summaries based on intake data for internal use and performance tracking.

Support legal and intake teams by preparing organized summaries and spreadsheets for attorney consultations and follow-ups.

Flag incomplete or inconsistent data and coordinate with Intake Specialists to resolve any discrepancies.

Assist in refining and improving data collection workflows and Excel templates to enhance efficiency.

Handle administrative duties related to document tracking, electronic filing, and secure data storage.

Ensure compliance with privacy and confidentiality policies at all times.

Skills & Qualifications

Advanced proficiency in Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP, formulas, conditional formatting, data validation, etc.) is required.

Minimum of 2 years of experience in an administrative, data entry, or intake-related role; experience in a legal setting preferred.

Strong attention to detail and high level of accuracy in data entry and data management.

Excellent organizational and time management skills.

Ability to interpret information and input data with minimal errors.

Strong written communication skills.

Familiarity with legal intake processes and terminology is a plus.

Ability to work independently and collaboratively in a fast-paced environment.

Comfortable navigating case management systems, databases, email platforms, and other office software.

Ideal Candidate Will Be:

Highly analytical and comfortable working with large volumes of information.

Capable of managing repetitive tasks while maintaining a high level of focus.

Proactive in identifying issues with data and taking initiative to correct them.

A strong communicator who can collaborate with Intake Specialists and attorneys effectively.