Administrative Assistant Intake Coordinator

Fisher & Phillips LLP•Irvine, CA

3d•Onsite

About The Position

Fisher Phillips is seeking an experienced Administrative Assistant Intake Coordinator for its Irvine office. The role supports attorneys and helps ensure smooth service delivery, accurate and timely new-business intake, and compliance with firm conflict requirements and ethical wall procedures. The coordinator also supports client communications, firm events, onboarding, and office administration while handling multiple assignments professionally and confidentially. The position is full-time and on-site in Irvine. The stated hourly rate range is $28.61 to $30.00; actual base pay depends on factors including location, relevant experience, internal equity, skills, qualifications, and other job-related factors permitted by law. Fisher Phillips describes its workplace as professional and dynamic, using cutting-edge technology and supporting employee growth. The firm offers health, dental, and vision insurance, a 401(k) with profit sharing, paid time off, holidays, 24/7 telehealth services, wellness programs, and optional benefits.

Requirements

Associate degree.
At least two years of administrative experience in a related environment.
Proficiency at an intermediate to advanced level in Microsoft Word, Outlook, Excel, PowerPoint, and Adobe.
Ability to work effectively in a team-oriented, collaborative environment.
Strong problem-solving skills and attention to detail.
Ability to manage multiple tasks quickly and accurately while meeting deadlines in a fast-paced environment.

Nice To Haves

Three years of law firm experience.
Familiarity with Intapp, iManage, Jira, Aderant, Chrome River, and Concur.
Knowledge of law firm business processes and operations.

Responsibilities

Coordinate and assist with opening confidential, high-priority new-business intake requests for the Irvine office and PAGA audit matters.
Process conflict-check requests and complete required forms accurately.
Prepare and submit intake documentation for new Irvine cases and matters and PAGA audit matters, following firm conflict requirements and ethical wall procedures.
Process new-matter intake forms within Intapp in a timely manner and verify New Business Information submissions for accuracy.
Draft and prepare engagement letters using designated templates.
Communicate with attorneys and legal administrative assistants about matter-opening procedures and credits, and promptly resolve information discrepancies.
Support distribution of legal resource packets on current and emerging employment topics to clients and non-clients.
Assist with firm event planning and coordination.
Provide backup support to the Administration team, including Reception and Office Services.
Support new-hire onboarding and orientation.
Manage multiple assignments simultaneously while maintaining professionalism and confidentiality.