Job Title: Immigration Client Intake Specialist
Job Responsibilities:
The Immigration Client Intake Specialist plays a crucial role in the business immigration practice of the law firm. The primary responsibilities include managing new case initiations based on client requests, which involves several tasks. The specialist is tasked with communicating with client contacts to gather all necessary information for file creation, case assignment, documentation, and billing. The role also involves maintaining internal status updates related to intake cases, inputting data into VisaTrax/InsZoom, and collating documentation for the physical file.
Additional essential functions of the position include:
- Coordinating and scheduling calls while maintaining attorneys' calendars.
- Copying and assembling case files.
- Scanning and saving case files to the firm's document management system.
- Monitoring the inbox for incoming visa requests.
- Processing initiation requests by entering them into VisaTrax/Zoom and sending necessary questionnaires to the Visa Beneficiary (VB) and US managers for completion and return.
- Using firm systems to create client-matter billing numbers and file barcodes.
- Initiating extension cases as assigned.
- Creating files, including requesting client matter numbers via Workflow.
- Following up daily with VBs and US managers for any missing documentation and/or questionnaires.
- Updating case status daily.
- Scanning and submitting requests for educational evaluations.
- Assembling case files for attorney review.
- Updating VisaTrax/InsZoom once evaluations are received.
- Assigning cases to the case manager for processing.
- Processing and responding to a high volume of client inquiries about filing timeframes, questionnaires, status updates, and document verification.
- Closing files that will not continue to be processed.
Education and Experience Information:
The preferred qualifications for the Immigration Client Intake Specialist include:
- A minimum of 2 years of office/administrative experience.
- A Bachelor’s degree from an accredited college/university is preferred.
- Flexibility to work additional hours when necessary to meet firm objectives.
- Ability to work well both independently and as part of a team.
- Basic proficiency in Outlook, Word, Excel, InsZoom/VisaTrax, and DMS, which should be achieved within a reasonable training period.
Salary Information:
The salary for the Immigration Client Intake Specialist varies depending on the geographic location and other job-related factors permitted by law. The expected salary ranges for various locations are as follows:
- Colorado: $49,200 to $73,800
- New York State: $44,720 to $81,600
- California: $49,200 to $81,600
- Washington: $51,680 to $77,520
- DC: $51,680 to $77,520
- Baltimore: $46,080 to $69,120
- New Jersey: $54,400 to $81,600
- Illinois: $51,680 to $77,520
Actual pay will be adjusted based on experience, geographic location, and other job-related factors as permitted by law.
Benefits:
The law firm offers a comprehensive benefits package for its staff, which includes:
- Paid Time Off
- Paid Sick Leave
- 401(k) matching program
- Profit Sharing
- Paid Holidays
- Paid Parental Leave
- Affordable Health and Life Insurance, including Dental & Vision coverage
- Health Savings Account / Flexible Spending Accounts to help offset the cost of dependent care and/or health care expenses
- Tuition Reimbursement
- Employee Assistance Program
Please note that the law firm is not working with outside recruiters for this position, and the application deadline is 9/16/25.
