Referrals Admin

Referrals Admin – Houston, TX

About Us

Join the mission to bring closure, justice, and peace to thousands of families. Our firm’s bedrock is built on our client service standards to provide assurance, compassion, and empathy throughout the client experience. Our firm is one of the fastest growing injury and wrongful death law firms in the country, known for its results, client experience, structure, and high-performance culture.

Amaro Law Firm is fast paced, committed to our core values, and an ideal environment for passionate professionals looking to make a difference in our community and in their clients’ lives. The right candidate will gain access to a generous compensation package tied to what he or she can achieve based on their work ethic and production.

We have 20+ years of experience in personal injury, wrongful death, insurance claims, and commercial litigation, with a renowned reputation in truck wrecks, catastrophic injury cases, and wrongful death litigation and trial work. Our firm provides comprehensive training, supports continuing legal education, and maintains a supportive culture for growth. We are looking for someone who takes ownership, is a lion for clients, and feels a calling to build a reputation and a lasting career in the industry.

Key Core Values

• Be Used and Useful to Others
• Ethos before Egos
• Excellence is Our Presence
• Control the Controllables
• Comfort in Discomfort

Our Culture

At our core, we operate with a results-driven mindset. Every role — from intake to case management to attorneys — understands how their work directly impacts case value, client experience, and firm growth. Team members are empowered to make decisions, solve problems, and continuously improve processes rather than simply move files from one stage to another. Unlike many law firms, Amaro is run like a corporation with high service standards and a high-performance culture, using EOS, KPIs, OKRs, SOPs, and other standard corporate strategies and tactics to maximize our efforts for our clients while maintaining organization, standards, and efficiencies.

Job Summary

The Referrals Admin is the central coordinator for incoming leads, intake reporting, and intake-team operations. This role monitors all lead sources to ensure no inbound opportunity goes untouched, supports the Director of Intake with daily reporting and case routing, manages the Director of Intake’s calendar and the team’s on-call rotations. Success requires sharp organization, comfort moving between many platforms and dashboards, and a strong sense of ownership over the team’s response time and follow-through.

Key Responsibilities

• Perform daily lead checks across all platforms, including LSA (Local Services Ads), HubSpot, Direct Leads, Ngage, Voicemails, Thumbtack, Nolo/Martindale, and Thervo.
• Monitor inbound referrals and ensure the intake team makes prompt contact with new leads.
• Cross-train with the Intake Lead Manager and serve as the primary back-up during PTO and absences.
• Fully manage the Director of Intake’s calendar — identify daily meetings, schedule new meetings and training sessions based on availability, and provide a verbal or messaged reminder at least five minutes before each meeting.
• Send reminders to the intake team for scheduled PNC (Potential New Client) and client call-backs.
• Manage the monthly weekend On-Call calendar and the after-hours On-Call rotation for the intake team.
• Maintain the sign-in/sign-out sheet for the firm Prius.
• Pull daily performance reports for all Intake sub-departments, including Chasings, Daily Reviews, No Contact, No Email, No Decisions, and Credit Card Expense reports.
• Assign attorneys to new Pre-Litigation files.
• Manage the “shopping out” process for specific case types (CVAs, 18-Wheelers, WRD/SVLs, catastrophic injuries) to referral partners.
• Handle closing procedures for Chasings and for clients who discontinue services during the intake process.
• Order, stock, and maintain departmental supplies and snacks.

Qualifications & Requirements

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
• 1–2 years of experience in a legal, customer service, or call-center environment; personal injury intake experience strongly preferred.
• Familiarity with lead-management and CRM platforms (HubSpot, LSA, Ngage, Thumbtack, Nolo/Martindale, or similar).
• Proficiency with calendar tools (Outlook or Google Calendar), Microsoft Office Suite, and basic reporting or dashboard tools.
• Strong written and verbal communication skills with a professional, client-service mindset.
• Bilingual (English/Spanish) is a plus but not required.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive client information.

Preferred Skills

• Working knowledge of Filevine or comparable legal case management software.
• Prior experience supporting a manager or director with calendar, reporting, or back-office operations.
• Familiarity with personal injury case types (CVAs, 18-Wheelers, catastrophic injuries) and pre-litigation workflow.
• Comfort routing and prioritizing high lead volumes across multiple inbound channels simultaneously.

Key Skills

• Exceptional organization and the ability to juggle calendars, reports, and lead queues at the same time.
• Sharp attention to detail — missed leads and missed reminders are the failure modes of this role.
• Proactive follow-through and ownership of open items.
• Discretion with confidential client and firm information.
• Team-oriented; comfortable being the back-up and stepping in without dropped balls.

Compensation & Benefits

• Competitive salary + yearly bonus
• Comprehensive medical, dental, and vision coverage (no cost to employees)
• 401(k) with employer matching
• Generous paid time off
• Parental leave
  
• Life insurance

Schedule

• Monday–Friday (in office)
• 8-hour shifts

Amaro Law Firm is an Equal Opportunity Employer. We value diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

——— We are not looking to receive 3rd party candidate submissions at this time. ———