Senior Client Intake Specialist

Join to apply for the Senior Client Intake Specialist role at The Law Office Management Association (TLOMA) Kingwell Immigration Law is a leading Canadian immigration law firm committed to helping individuals, families and businesses navigate the complexities of immigration. We pride ourselves on combining compassionate client care with legal excellence and modern technology to deliver efficient human‑centered immigration services. About the Role This is an exceptional opportunity to be the face of a dynamic, forward‑thinking immigration law firm. As the Senior Client Intake Specialist, you will be the first point of contact for new clients, guiding them with empathy and expertise through the early stages of their immigration journey. You’ll play a pivotal role in the firm’s growth by managing a seamless and efficient intake process, influencing client decisions, and creating a positive first impression that defines our client experience. More than an administrative role, this position combines client advocacy with strategic partnership; you’ll work closely with the Principal Lawyer and legal team, using insights from client interactions and intake data to help shape our marketing, referral, and operational strategies. Key Responsibilities Lead Client Onboarding: Expertly manage the end‑to‑end intake process, from initial contact to client retention. You will be the primary liaison, fielding inquiries, collecting vital information, and building trust and confidence with new clients. Strategic Client Influence: Use your exceptional communication skills and immigration law knowledge to influence potential clients. Through active listening and empathetic dialogue, you will screen for suitability and clearly articulate our firm's value, guiding them confidently toward a retainer agreement. Optimize Intake Processes: Proactively manage marketing initiatives and referral sources, analyze intake reports for trends, and propose innovative changes to improve efficiency and client acquisition. Implement available automation within our CRM system to streamline workflow. Case Preparation and Management: Contribute to case readiness by preparing client information for the preliminary assessment by lawyers, setting up new client files in Clio Grow, drafting retainer agreements, and ensuring all required documents are collected and filed accurately. Administrative Support: Provide comprehensive support to the legal team, managing multiple calendars, handling communications via Zoom and Teams, and processing correspondence from various government bodies. Technical Expertise: Leverage your proficiency with CRM and case‑management systems like Clio Grow, Adobe, and MS Word to ensure meticulous data entry, automate workflows, and improve response times. Use AI tools to enhance communications. Skills and Qualifications Experience: 3–5 years of proven success as a Senior Client Intake Analyst within a mid‑sized law firm, with a strong background in immigration law. Communication & Influence: Highly skilled and personable communicator, fluent in English, with the ability to interact effectively and persuasively with potential clients. Bilingual or multilingual skills are a significant asset. Client‑Centric Approach: A deep commitment to providing a superior client experience that meets and exceeds expectations. Analytical Skills: Strong problem‑solving abilities and a talent for analyzing intake data to identify trends and propose strategic improvements. Interpersonal Excellence: Exceptional interpersonal skills with a demonstrated ability to communicate effectively, build rapport, and handle sensitive information with discretion and empathy. Technology: Demonstrated proficiency with CRM and case‑management systems, including Clio Grow, Adobe, MS Word, and Zoom. Marketing & Relationship Building: Experience in supporting referral development and marketing activities (social media, website, outreach, etc.). Organizational Prowess: Strong attention to detail, excellent organizational abilities, and the capacity to manage multiple matters simultaneously in a fast‑paced, high‑stakes environment. Why Join Us? This is an opportunity to make a tangible impact at a firm that values and invests in its people. You will work directly with firm leadership, gain exposure to complex legal matters, and be empowered to innovate and refine our client intake strategy. If you are a high performer seeking a long‑term career with clear growth potential, a challenging and rewarding work environment, and the chance to directly influence the success of a growing practice, we encourage you to apply. How to Apply Forward your resume together with a cover letter supporting your experience to Careers@kingwelllaw.com. No agencies or recruiters please. #J-18808-Ljbffr