Legal Virtual Assistant — Clio Intake & Weekly Billing Communications

Why this role
We’re growing and need a proactive Legal VA who already knows Clio (Manage/Grow) and can step in with minimal training to own new-client intake and weekly billing communications. If you’re detail-obsessed, people-friendly, and comfortable moving fast, you’ll thrive here.


Core responsibilities

Intake & Scheduling:
- Triage inbound leads (web/phone/email), create contacts/opportunities in Clio Grow, run conflict checks, move prospects through stages.
- Send pre-intake forms, collect IDs/docs, and schedule consults via Calendly/Zoom with confirmations and reminders (email/SMS).
- Post-consult: send retainers/engagement letters, welcome packets; convert to matters in Clio Manage.

Weekly Billing Communications:
- Generate and send weekly invoices/statements/payment links; execute polite reminder cadence.
- Set up/monitor payment plans; reconcile/record payments (Clio Payments/LawPay) and update ledger notes.
- Run AR aging reports; flag delinquencies and coordinate escalations.

Data Hygiene & Reporting:
- Maintain clean, audit-ready records: contacts, matters, tasks, notes; consistent naming/tagging.
- Deliver a concise weekly KPI snapshot (intake volume, show rate, signed retainers, collection rate, AR aging).

Client Communication (Non-legal):
- Send professional status updates, confirmations, and billing nudges; log all comms in Clio.
- Route legal questions to attorneys, no legal advice permitted.


Minimum qualifications:
- 2+ years as a Legal VA for a US law firm.
- 1+ year hands-on with Clio (Manage and/or Grow) pipelines, matters, tasks, billing, reporting without hand-holding.
- Excellent written/spoken English; confident on Zoom/VoIP.
- Strong Google Workspace (Gmail, Drive, Sheets/Docs), Calendly, and basic spreadsheet formulas.
- Stable internet (?25 Mbps), quiet workspace, modern computer (dual monitors preferred), quality headset.
- High discretion with confidential client data; understands privilege and secure handling.


Nice to have:
- Clio Certified User.
- Experience in Family Law, Estate Planning, Trusts, or Personal Injury.
- Familiarity with LawPay/Clio Payments, e-signature (DocuSign/Adobe Sign), Slack, and a task manager (Asana/Trello).


Additional Offerings:
- Discretionary bonus tied to KPIs and reliability
- Long-term, stable role with clear SOPs and respectful leadership
- Growth in responsibility and compensation for top performers


Compliance & confidentiality
You’ll handle sensitive PII and privileged information. Strict confidentiality and adherence to firm SOPs are mandatory. No legal advice is permitted.