Legal Intake Specialist

Freeman Mathis and Gary, LLP; Atlanta (GA); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Benefits package

Medical, dental, vision

HSA/FSA plans

Work-life balance

PTO

401K with match

Life insurance & disability

Employee assistance program

Bonuses & referrals

Job summary

Freeman Mathis & Gary, LLP in Atlanta seeks a Legal Intake Specialist to open matters in Upfront SAP and verify client information with speed and accuracy.

The role emphasizes cross-functional communication with attorneys and staff, proficiency in Microsoft Office, and a disciplined approach to deadlines in a fast-paced legal environment. Office hours are 9am to 6pm.

Qualifications

• Bachelor’s degree required; Library Science or data management focus preferred
• Proficient in Microsoft Office (Word, Excel, Teams)
• Experience with SAP-based systems or billing software is a plus
• Strong customer service principles and ability to handle confidential information
• Excellent written and verbal communication in a fast-paced environment

Responsibilities

• Open matters in Upfront SAP billing system following FMG standards
• Communicate with attorneys and staff to obtain complete information
• Maintain accurate client information and ensure proper matter numbering for billing
• Cross-reference insurance guidelines and attorney correspondence with clients
• Build relationships across departments to ensure correct outcomes
• Perform initial case management duties such as data entry and file setup

Skills

Tech savvy

Microsoft Office

Strong communication

Fast learner

Attention to detail

Data entry

Education

Bachelor’s degree

Library Science preferred

Data management degree considered

Business Administration considered

Tools

SAP Upfront

Billing software

Job description

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.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.