Administrative Assistant Intake Coordinator

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

Job summary

Fisher Phillips in Irvine seeks an experienced Administrative Assistant Intake Coordinator to support attorneys with confidential new business intake, conflict checks, and engagement letters.

This on-site role requires an associate degree and 2+ years of administrative experience, preferably in a law firm, with proficiency in Word, Outlook, Excel, and Adobe. You will work in a fast-paced team, handling multiple duties with diligence and discretion.

Qualifications

• 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.
• Knowledge of law firm business processes and operations preferred.

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.

Skills

Microsoft Word

Microsoft Outlook

Excel

PowerPoint

Adobe Acrobat

Teamwork

Intapp

Education

Associate degree

Tools

Intapp

iManage

Jira

Aderant

Chrome River

Concur

Job description

(Irvine, Full-time, On-Site)

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.