Legal Assistant

Flowers Title Companies, LLC•Tyler, TX

8d•Onsite

About The Position

The Legal Assistant serves as the first point of contact for prospective new clients (PNCs) and is responsible for guiding each inquiry from initial contact through a successful handoff to the appropriate attorney. This role determines whether a PNC's matter genuinely requires legal representation, screens for conflicts of interest, prepares and sends engagement letters, collects the initial deposit, and ensures the assigned attorney receives a complete, ready to work file. Sound judgment, discretion, and clear communication are essential, as this position shapes a prospective client's first impression of the firm.

Requirements

Excellent organizational skills and close attention to detail is a must
Strong written and verbal communication skills, with a professional and welcoming presence.
Sound judgment and the ability to assess a situation accurately and objectively.
Ability to handle sensitive client and financial information with discretion.
Comfortable managing multiple inquiries and files simultaneously in a fast paced environment.
Proficiency with document management systems, payment processing, and standard office software.

Nice To Haves

Prior experience in a law firm, client intake, or customer facing professional services role preferred.

Responsibilities

Serve as the first point of contact for all potential new clients (PNCs), by phone, email, or in person.
Gather relevant facts about the PNC's situation through a structured intake conversation.
Evaluate whether the matter actually requires an attorney, or whether it falls outside the firm's practice areas, does not rise to the level of needing legal representation, or is better suited to another resource.
Identify the appropriate practice area and attorney fit based on the nature of the matter.
Communicate clearly and professionally with PNCs who are not a fit for representation, and refer them elsewhere when appropriate.
Run a conflict of interest check on every PNC and all related parties before proceeding further in the intake process.
Document conflict check results accurately in the firm's system.
Escalate potential conflicts to the Managing Partner for review and resolution.
Prepare and send the engagement letter to the client once the matter is confirmed to be a fit and the conflict check has cleared.
Track outstanding engagement letters and follow up with clients as needed to obtain a signed copy.
Collect the initial deposit or retainer in accordance with firm policy before the file is opened.
Confirm that payment has been properly recorded and coordinate with the billing team on any discrepancies.
Open the client file and compile a complete, organized intake summary for the assigned attorney.
Transfer the file to the appropriate attorney promptly once the engagement letter is signed and the deposit is received.
Communicate directly with the receiving attorney to confirm the handoff and answer any outstanding questions about the client or matter.
Follow up as needed to ensure the transition is complete and nothing falls through the cracks.