Legal Intake Specialist

Freeman Mathis & Gary, LLP is a nationally recognized Am Law 200 law firm with over 500 attorneys servicing clients in 40 offices and 22 states seeking a Legal Intake Specialist to join our Atlanta office. The Legal Intake Specialist spends most of the workday reading, writing, cross referencing, checking and validating information. The Legal environment is a fast-paced and deadline driven, so working with a sense of urgency is a must. Ideal candidates are tech savvy and able to quickly learn and adapt to new systems and processes. An assertive communication style and solid written/verbal communication skills are required. The Legal Intake Specialist communicates frequently with attorneys, either in writing or in-person. Proficiency in Microsoft Office is required. The hours for the position are from 9am to 6pm in the office.

The following set of success factors describe the characteristics of those who are successful in our Firm:

Helpful, Congenial, Personable, Positive
Unpretentious, Approachable, Respectful, Team Oriented
Accountable, Takes Ownership, Corrects Mistakes
Organized, Timely, Confidential, Responsive (within 24 hours)

Job Responsibilities and Essential Duties

Works within Upfront (SAP billing system) each day to ensure matters are opened properly in accordance with FMG standards
Communicates efficiently and concisely with Legal Assistants and Attorneys regarding possible issues related to the matter opening process and follow up with obtaining complete and accurate information
Works proactively, with a systems mindset, to eliminate conflict issues down the line
Inputs new client information and works quickly and accurately to get case matter numbers assigned so that the attorneys can begin billing time to those matter numbers
Cross references insurance carrier guidelines and attorney correspondence with clients to ensures assigned case rates are correct, update rates on existing matters as necessary
Clearly and quickly communicates the pertinent details of a case, upon request
Closes requested matters, monitors supplemental party request filings
Drafts, responds, and communicates with potential clients when necessary
Evaluate each intake workflow in Upfront (SAP billing system) and take an analytical approach to each submission to ensure accuracy and completeness
Asks thoughtful questions regarding the facts provided in Upfront ensuring that the information provided is in alignment with the system’s requirements
Work with Conflicts and Billing Teams to ensure matters are being maintained as required.
Ability to build relationships with people in various departments, including Attorneys, Management and Staff to ensure proper outcomes
Other duties as assigned

Requirements

Accuracy and attention to detail is essential along with an understanding of how the role affects the overall system and legal process
Ability to multi-task, prioritize and effectively manage a busy desk
Proficiency in data entry, processing, researching, cross-referencing and validating data
Ability to produce accurate work in fast-paced environment with strict deadlines
Maintains a courteous and professional demeanor, with a positive attitude
Exceptional written and communication skills, track record of error free communication
Ability to work with and maintain confidential and sensitive information
Demonstrates consistent focus and when managing repetitive tasks
Excellent critical thinking and problem-solving skills, thinks things through before acting
Experience in initial case management duties such as setting up initial files, entering data, and obtaining additional information when necessary
Comfortable with navigating and exploring new computer systems- computer literate
Ability to learn quickly and can solve problems or navigate in unfamiliar systems with little instruction.

Education and Experience

Bachelor’s Degree Required- Degree in Library Science, or other Data Management and research focused degree programs are preferred, Business Administration Degrees considered
Computer savvy and experience with Microsoft Office (Word, Excel, Teams, etc.) required
Experience using an SAP based system with conflict or billing software experience a plus
Knowledge of the administrative legal process in the insurance defense space a plus
Experience providing excellent customer service and understands good customer service principles

What we offer you

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

Actual base pay within the range will also be dependent on other factors, including but not limited to, relevant experience, internal equity, skills, qualifications, and other job-related factors permitted by law.

EEO Statement

Freeman Mathis & Gary, LLP (FMG) is committed to providing equal employment opportunities to all applicants and employees by maintaining a workplace free of discrimination based on race, color, religion, sex, national origin, age, disability, genetic information, or any other protected status as provided by law. FMG complies with all applicable federal, state, and local laws. This position is subject to our drug‑free workplace policy, which includes the ability to pass a pre‑employment drug screen. Employees may be subject to reasonable‑suspicion drug testing in accordance with Firm policies outlined in the Employee Handbook.