What are the responsibilities and job description for the Client Intake And Billing Specialist position at Victory Law Office?
Company Description Victory Law Office provides accessible, high-quality legal services with a focus on affordability and client-centered solutions. The firm emphasizes personalized legal strategies tailored to each client’s needs, beginning with a free initial consultation. By leveraging online communication and efficient processes, Victory Law Office aims to make legal support more convenient and responsive. The team is committed to delivering clear guidance, practical solutions, and dependable service throughout each client’s legal matter.
Role Description The Client Intake and Billing Specialist is a full-time, on-site role based in Chicago, IL. This position is responsible for managing the client intake process, including responding to inquiries, gathering initial information, scheduling consultations, and ensuring accurate entry of client data into case management systems. The Specialist will explain basic office procedures, collect and verify documentation, and support a smooth transition from initial contact to active representation. On the billing side, the role includes preparing invoices, processing payments, tracking retainers, monitoring accounts receivable, and following up on overdue balances in a professional manner. The position also involves coordinating with attorneys and staff on time entries, updating financial records, maintaining confidentiality, and providing courteous, prompt service to all clients and prospective clients.
Qualifications
Role Description The Client Intake and Billing Specialist is a full-time, on-site role based in Chicago, IL. This position is responsible for managing the client intake process, including responding to inquiries, gathering initial information, scheduling consultations, and ensuring accurate entry of client data into case management systems. The Specialist will explain basic office procedures, collect and verify documentation, and support a smooth transition from initial contact to active representation. On the billing side, the role includes preparing invoices, processing payments, tracking retainers, monitoring accounts receivable, and following up on overdue balances in a professional manner. The position also involves coordinating with attorneys and staff on time entries, updating financial records, maintaining confidentiality, and providing courteous, prompt service to all clients and prospective clients.
Qualifications
- Experience in client-facing roles, such as intake, customer service, or front-desk operations, ideally in a legal, medical, or professional services environment.
- Proficiency with billing, invoicing, or accounts receivable processes, including data entry, payment processing, and basic reconciliation.
- Strong organizational and time-management skills, with the ability to handle multiple cases, deadlines, and follow-ups accurately and efficiently.
- Clear, professional written and verbal communication skills, including the ability to explain procedures and fees in an empathetic, easy-to-understand manner.
- Comfort with technology and office software (e.g., Microsoft Office or Google Workspace); experience with law firm or case management systems is a plus.
- High level of attention to detail, discretion, and commitment to maintaining client confidentiality and data privacy.
- Ability to work collaboratively with attorneys and staff while also taking initiative and working independently when needed.
- High school diploma or equivalent required; additional education or training in business, accounting, or legal studies is preferred.
- Bilingual or multilingual skills are a plus, especially for working with diverse client communities in Chicago.