Legal Intake Operations Specialist

Job Description

Job Description

Salary: $43,000+ (paid hourly)

At Ellis Porter, our goal is to improve the immigration experience for employers and individuals so they can thrive in a smaller world . To do this, we've built a team of dedicated immigration professionals (we call them Porters) who believe passionately in the economic and cultural benefits that immigration provides to America, and who excel at providing our clients with refreshingly clear guidance , uniquely creative strategies and remarkably responsive service , all with genuine empathy and a personal touch .

Immigration law is very complex and full of constant challenges, but the Ellis Porter team embraces the grind because we love what we do, and who we do it with , and we find great satisfaction in knowing that our work positively, and intimately, impacts our clients . As a result of our unique approach to delivering immigration legal services, we continue to experience considerable growth, so this is a very exciting time to join the Ellis Porter Team!

Our Culture:

We're also very proud of (and protective of) our culture at Ellis Porter. It's not what you would expect from a typical law firm, because we're not a typical law firm . We take our work seriously, but not ourselves. We don't tolerate drama, and jerks are not allowed. We strive to create an inspiring, authentic, comfortable, and flexible work environment where you are respected, encouraged to bring your whole self to work, and challenged to continue your growth as an immigration professional.

Position Summary:

The Legal Intake Operations Specialist (Client Intake Specialist) plays a crucial role in helping Ellis Porter deliver a remarkable immigration experience to our clients. With excellent communication skills and a positive attitude, you'll provide thorough, detail-oriented service from our clients' first interaction. Commitment to accuracy extends to every document and interaction, taking pride in exceeding service expectations.

On this team, front-line challenges become opportunities where careful attention prevents issues before they arise. A strong problem-solving mindset transforms challenges into demonstrations of Ellis Porter's professionalism, empathy, and precision. This role demands excellence in identifying inefficiencies and optimizing workflows, while ensuring clients receive high-level attention, ensuring our clients from around the world feel they are part of the Ellis Porter family.

This position can be fully remote from any U.S. location, or based in either our Troy, MI or Ann Arbor, MI office as an in-person or hybrid role. Please note - although this role can be remote and open to applicants across the United States, all work must be performed within the United States.

What you'll do:

• Communicate with potential clients by conducting initial consultations and eligibility screenings, collecting relevant case information, calling or drafting personalized follow-up emails, and responding promptly to client inquiries with empathy and professionalism.
• Support multiple attorney teams by managing calendars, facilitating smooth lead handoffs, scheduling calls, and ensuring thorough post-appointment follow-ups.
• Execute intake procedures through HubSpot CRM with a focus on data accuracy and workflow efficiency
• Maintain accurate, up-to-date records of client interactions and case details, review client files for quality, and document feedback using the client management system.
  
• Identify opportunities to improve processes, update SOPs, create templates, improve training materials, and provide feedback on workflow effectiveness.
• Collaborate effectively with internal team members by offering support, answering questions, and showing proactive initiative.
• Perform other duties as assigned by management.

What skills and experience you'll bring:

• Bachelors degree, or equivalent relevant experience.
• 1+ years experience in a customer service, administrative, or other public-facing role with emphasis on high levels of service.
• Systems proficiency with HubSpot, Microsoft Office, and/or firm-specific programs highly preferred.
  
• Strong organizational skills and a high level of attention to detail.
• Excellent communication skills and an infectiously positive attitude.
  
• Proficiency in additional languages is valued but not required.
  
• Ability to work effectively both with a team and independently.
• Cultural sensitivity and passion for supporting immigrants and recognizing their valuable contributions to America's economy and culture.
  
• Experience working in remote or hybrid environments preferred.

What we'll provide:

• An opportunity to do challenging and highly rewarding work at a fast-growing firm with an inspiring mission.
• An opportunity to join intelligent, creative, and dedicated immigration professionals who value respectful, collaborative working relationships.
• Inclusive firm culture celebrating diverse perspectives, backgrounds, identities, and experiences.
• People-centered workplace policies and flexible work schedules, including remote work opportunities.
• Competitive compensation, health/dental/vision/life insurance benefits, a 401(k)-retirement savings plan with employer-matching, and a generous paid-time-off policy.
• Casual attire, lots of free food, and regular opportunities for exposure to international cuisine and culture.

Does this position, and our culture, seem like a good fit for you? If so, we would love to speak with you about joining the Ellis Porter team!

Ellis Porter provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

NON-SOLICITATION STATEMENT:

No agencies please. Ellis Porter (EP) recruits candidates exclusively utilizing our internal Talent Acquisition team. EP does not accept any liability for fees for resumes from recruiters or employment agencies (Agency), without a binding, written recruitment agreement between EP and Agency describing the services and specific job openings (Agreement). EP may consider any candidate for whom an Agency has submitted an unsolicited resume and explicitly reserves the right to hire those candidate(s) without any financial obligation to the Agency, unless an Agreement is in place. Any email or verbal contacts with any person within EP is inadequate to create a binding agreement. Agencies without an Agreement are requested not to contact any employees of EP with recruiting inquiries or resumes.