Administrative Assistant Intake Coordinator

Fisher Phillips LLP; Irvine (CA); On-site; USD 39,000 - 41,000; Full time

Benefits offered by this job

Health, dental, vision insurance

401(k) with profit sharing

Paid time off and holidays

24/7 telehealth services

Wellness programs

Job summary

Fisher Phillips LLP in Irvine seeks an Administrative Assistant Intake Coordinator to support attorneys by handling confidential new matter intake, conflict checks, and documentation with precision. The role includes drafting engagement letters, coordinating on matter openings, and assisting with client resources and events.

The ideal candidate has an Associate degree and 2+ years of admin experience (3+ years in a law firm preferred), plus strong MS Office and familiarity with firm software

Qualifications

• Associate degree and at least two years of administrative experience; three years in a law firm preferred.
• Proficiency in Microsoft Word, Outlook, Excel, PowerPoint; Adobe skills desirable.
• Familiarity with Intapp, iManage, Jira, Aderant, Chrome River, and Concur is a plus.

Responsibilities

• Open new business intake for Irvine office and PAGA matters, ensuring confidentiality.
• Process conflict checks and complete required forms accurately.
• Prepare intake docs for new Irvine matters, ensuring ethical wall compliance.
• Submit New Business Information forms in Intapp and verify accuracy.
• Draft engagement letters using firm templates.
• Coordinate with attorneys and admins on matter opening and discrepancies.
• Distribute legal resource packets on employment topics to clients and prospects.
• Assist with firm events and provide back-up support to Administration.

Skills

MS Office

Administrative experience

Attention to detail

Communication skills

Education

Associate degree

Tools

Intapp

iManage

Jira

Aderant

Chrome River

Concur

Job description

Career Opportunities with Fisher Phillips LLP

Administrative Assistant Intake Coordinator

Fisher Phillips, a premier international labor and employment law firm, is seeking an experienced Administrative Assistant Intake Coordinator to join our team. In this essential role, you will help ensure the smooth operation of our services, directly supporting our attorneys in delivering exceptional client service and upholding our commitment to excellence.

Key Responsibilities

• Coordinate and assist with opening confidential, high-priority new business intake requests for the Irvine office and PAGA audit matters.
• Process conflict check requests and accurately complete required forms.
• Prepare and submit intake documentation for new Irvine cases/matters and PAGA audit matters, ensuring compliance with firm conflict requirements and ethical wall procedures.
• Ensure timely processing of new matter intake forms within Intapp and verify accuracy of New Business Information submissions.
• Draft and prepare engagement letters using designated templates.
• Communicate with attorneys and legal administrative assistants regarding matter opening procedures, credits, and to resolve information discrepancies promptly.
• Support distribution of legal resource packets on current and emerging employment topics to clients and non-clients.
• Assist with firm event planning and coordination.
• Provide back-up support to the Administration team, including Reception and Office Services.
• Support new hire onboarding and orientation.
• Manage multiple assignments simultaneously while maintaining professionalism and confidentiality.

Requirements

• Associate degree and at least two (2) years of administrative experience in a related environment; three (3) years of law firm experience preferred.
• Proficiency in Microsoft Word, Outlook, Excel, PowerPoint, and Adobe (intermediate to advanced level).
• Familiarity with Intapp, iManage, Jira, Aderant, Chrome River, and Concur a plus.
• Proven ability to work effectively in a team-oriented, collaborative environment.
• Strong problem-solving skills and attention to detail.
• Ability to manage multiple tasks quickly and accurately while meeting deadlines in a fast-paced environment.
• Knowledge of law firm business processes and operations preferred.

Qualified applications with arrest or conviction records will be considered for employment in accordance with both the FCO and the California Fair Chance Act (FCA).
The hourly rate range for this position is $28.61 to $30.00. Actual base pay within this range will be determined by several components, including but not limited to, location, relevant experience, internal equity, skills, qualifications, and other job-related factors permitted by law.

Why Join Us

At Fisher Phillips, we recognize that exceptional talent is the foundation of our success, enabling us to deliver outstanding service to both our internal and external clients. Joining our team means collaborating in a professional yet dynamic environment that leverages cutting-edge technology. Our leadership is committed to fostering your professional growth and providing opportunities to challenge yourself in meaningful ways.

We believe in rewarding talent with more than just a competitive salary. Our comprehensive benefits package includes health, dental, and vision insurance, a 401(k) with profit sharing, generous paid time off, and holidays.

Your well-being is our priority. We offer 24/7 telehealth services, a variety of wellness programs, and additional optional benefits designed to support your unique lifestyle. At Fisher Phillips, you’ll find a workplace that values your health, happiness, and continued professional development. To learn more about our firm, visit us at www.fisherphillips.com .

Equal Opportunity Employer

Fisher Phillips is committed to providing equal employment opportunities to all employees and applicants, regardless of race, ethnicity, religion, sex (including related medical conditions), gender, sexual orientation, national origin, citizenship status, veteran status, marital status, pregnancy, age, disability, or any other protected status, in compliance with all applicable laws.

The statements in this position description are not necessarily all-inclusive. Additional duties and responsibilities may be assigned, and requirements may vary from time to time.

Relocation costs are not covered. We are only accepting direct applicants; third-party recruiters or agencies will not be considered. No phone inquiries, please.