Referral Specialist

Zinda Law Group, PLLC•Austin, TX

15d•$22

About The Position

Zinda Law Group is seeking a Referral Specialist to coordinate incoming attorney referrals and refer cases to outside firms. The specialist manages communication, documentation, follow-up, and financial tracking in collaboration with Marketing, Intake, Attorney Teams, Finance, and referral partners. The firm has offices in Texas, Colorado, Arizona, New Mexico, and Florida, and serves clients nationwide. The role handles referrals from initial receipt through review, placement, transfer, or closure. It includes maintaining referral and case records, monitoring referred-out matters, supporting referral relationships, coordinating fee and expense tracking with Finance, and preparing reports. The specialist must protect confidential information, follow firm procedures, and seek attorney review or approval where required. Zinda Law Group describes its work as helping clients pursue justice and recover after difficult experiences. The firm offers training, mentoring, and opportunities to grow. Remote work opportunities are available.

Requirements

Bilingual communication skills in English and Spanish.
Paralegal degree, training, or certification from an ABA-approved program.
Two years of personal injury or medical malpractice law firm experience in referrals, intake, legal assistance, paralegal work, or case coordination.
Clear, professional communication with attorneys, referral partners, prospective clients, and clients experiencing stressful circumstances.
Strong organization, accuracy, and follow-through; ability to manage a high volume of matters, prioritize deadlines, work independently, follow procedures, and escalate concerns.
Proficiency with practice management or CRM systems, email, spreadsheets, electronic documents, and digital file management, and ability to learn firm systems and complete required training.
Sound judgment with confidential information and understanding of when attorney review or approval is required.

Nice To Haves

Experience with personal injury or medical malpractice matters, law firm referral relationships, client transfers, or referral-fee tracking.
Experience coordinating matters across multiple states.
Paralegal training or certification.

Responsibilities

Receive, acknowledge, and track incoming attorney referrals; verify referral-source and representation details and authorization for client contact.
Gather intake information, case summaries, records, and deadlines; coordinate conflict checks and attorney review, and flag missing information or urgent issues.
Track referrals through review and an acceptance, decline, or referral decision; communicate with referring firms and coordinate client intake and handoff.
Obtain and save approved referral agreements, client engagement documents, and supporting records; record fee arrangements and responsibilities and escalate inconsistent terms.
Maintain the pending outgoing referral queue, prepare case summaries, and send authorized referrals to approved firms according to attorney direction or firm procedures.
Follow up on placements and coordinate receiving counsel's written acceptance, approved referral terms, and required client consent.
Draft withdrawal and transfer letters and obtain signed client agreement and consent before completing transfers.
Transmit authorized case files securely, confirm receipt and acceptance of representation, update assignments and status, and complete approved rejection and file-closing steps for unplaced or declined matters.
Monitor active referred-out cases and cases in which the firm retains an interest through resolution; obtain status updates at least quarterly and more frequently when needed.
Obtain and save applicable case documents, record changes promptly, and escalate missing updates or inconsistent information.
Maintain referral-partner information and build professional relationships through responsive communication, scheduled check-ins, and feedback.
Keep practice management records and referral trackers current, preserve correspondence and documents, protect confidential information, audit records, correct discrepancies, and submit Closing File Checklists for review.
Coordinate with Finance on case-cost and trust-liability ledgers, approved expense-reimbursement requests, referral fees payable or receivable, Closing Statements, payment documentation, and reconciliation.
Prepare scheduled reports on referrals, review and placement times, pending and overdue matters, case updates, referral fees, and reimbursable costs; identify bottlenecks and recommend improvements to the manager.