Legal Intake Specialist

Freeman, Mathis & Gary Law • Atlanta, GA

1d • Onsite

About The Position

Freeman Mathis & Gary, LLP is hiring a Legal Intake Specialist for its Atlanta office. The role focuses on reviewing, entering, cross-referencing, and validating information so that legal matters are opened and maintained accurately. It operates in a fast-paced, deadline-driven legal environment and requires urgency, attention to detail, strong written and verbal communication, and the ability to learn new systems and processes quickly. The position communicates frequently with attorneys and works with Legal Assistants, Conflicts, Billing, management, and staff. The stated schedule is 9 a.m. to 6 p.m. in the office.

The Specialist uses the Upfront SAP billing system to process matter openings and related information, support accurate case and rate setup, address conflicts and completeness issues, and handle matter closures and supplemental party requests. The role also evaluates intake workflows, asks questions to resolve information gaps, and communicates case details when requested. The firm seeks someone who is organized, accountable, confidential, professional, helpful, and team-oriented, with a systems mindset and sound judgment.

Requirements

• Bachelor’s degree required.
• Proficiency with Microsoft Office, including Word, Excel, and Teams.
• 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, researching, cross-referencing, and validating data.
• 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.
• Strong critical-thinking and problem-solving skills, including thinking through issues before acting.
• Ability to perform initial case-management duties, such as setting up 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.

Nice To Haves

• A degree in Library Science or another data-management- or research-focused program is preferred; Business Administration degrees are considered.
• 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

• Work in the Upfront (SAP billing) system each day to ensure matters are opened according to 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 help prevent downstream 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, updating rates on existing matters as needed.
• Clearly and promptly communicate pertinent case details upon request.
• Close requested matters and monitor supplemental party request filings.
• Evaluate each intake workflow in Upfront to ensure submissions are accurate and complete.
• Ask thoughtful questions about facts submitted in Upfront and verify that information aligns with system requirements.
• Work with Conflicts and Billing teams to ensure matters are maintained as required.
• Build relationships with attorneys, management, staff, and other departments to support proper outcomes.
• Perform other duties as assigned.

Benefits

• Comprehensive benefits package, including medical, dental, and vision coverage.
• HSA and FSA plans available for employees and dependents.
• Work-life balance.
• Generous PTO policy.
• 401(k) plan with a 3% employer Safe Harbor contribution.
• Firm-paid life insurance and long-term disability.
• Employee Assistance Program.
• Year-end bonuses and referral fee programs.
• Competitive compensation.

What This Job Offers

• Job Type: Full-time