Legal Intake Specialist

Freeman Mathis and Gary, LLP•Atlanta, GA

13h•Onsite

About The Position

Freeman Mathis & Gary, LLP is seeking a Legal Intake Specialist for its Atlanta office. The role spends most of the workday reading, writing, cross-referencing, checking, and validating information. The position operates in a fast-paced, deadline-driven legal environment and requires urgency, adaptability with technology and systems, assertive communication, and strong written and verbal communication. The specialist communicates frequently with attorneys and works closely with Legal Assistants, Conflicts, Billing, management, and staff. The role is based in the office and has hours of 9 a.m. to 6 p.m. The firm describes successful team members as helpful, congenial, personable, positive, approachable, respectful, team-oriented, accountable, organized, timely, confidential, responsive, and willing to take ownership and correct mistakes. A bachelor's degree is required; degrees in Library Science or other data management and research-focused programs are preferred, and Business Administration degrees are considered.

Requirements

Bachelor's degree required.
Proficiency with Microsoft Office, including Word, Excel, and Teams.
Strong accuracy and attention to detail, with an understanding of how the role affects the overall system and legal process.
Ability to multitask, prioritize, and effectively manage a busy desk.
Proficiency in data entry, processing, research, cross-referencing, and data validation.
Ability to produce accurate work in a fast-paced environment with strict deadlines.
Courteous and professional demeanor and a positive attitude.
Exceptional written and verbal communication skills, with a track record of error-free communication.
Ability to handle and maintain confidential and sensitive information.
Consistent focus when managing repetitive tasks.
Excellent critical-thinking and problem-solving skills, including thinking issues through before acting.
Experience with initial case management duties, such as setting up initial files, entering data, and obtaining additional information when necessary.
Computer literacy and comfort navigating and exploring new computer systems.
Ability to learn quickly and solve problems or navigate unfamiliar systems with little instruction.
Ability to work in the office from 9 a.m. to 6 p.m.

Nice To Haves

Degree in Library Science or another data management- or research-focused program.
Experience using an SAP-based system.
Experience with conflict or billing software.
Knowledge of the administrative legal process in the insurance defense space.
Experience providing excellent customer service and understanding customer service principles.

Responsibilities

Use Upfront, the SAP billing system, each day to ensure matters are opened properly in accordance with firm standards.
Communicate efficiently and concisely with Legal Assistants and attorneys about potential matter-opening issues and follow up to obtain complete and accurate information.
Work proactively with a systems mindset to prevent conflict issues.
Enter new client information and promptly and accurately obtain case matter numbers so attorneys can begin billing time.
Cross-reference insurance carrier guidelines and attorney correspondence with clients to ensure assigned case rates are correct, and update rates on existing matters as needed.
Clearly and promptly communicate pertinent case details upon request.
Close requested matters and monitor supplemental party request filings.
Draft and respond to communications with potential clients when necessary.
Evaluate each intake workflow in Upfront and analytically review submissions for accuracy and completeness.
Ask thoughtful questions about facts provided in Upfront to ensure they align with system requirements.
Work with Conflicts and Billing Teams to ensure matters are maintained as required.
Build relationships with attorneys, management, and staff across departments to ensure proper outcomes.
Perform other duties as assigned.