Legal Intake Specialist

Freeman Mathis & Gary, LLP; Philadelphia (Philadelphia County); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Competitive compensation

Comprehensive benefits package

HSA and FSA plans available

Work-life balance

Generous PTO policy

401K with 3% employer match

Life insurance and long-term-disabi­l­

Employee Assistance Program

Year-end bonuses and referral fees

Job summary

Freeman Mathis & Gary, LLP is seeking an experienced Client Relations & Assurance - Legal Intake Specialist to handle, track, and monitor new case referrals. The role requires fast-paced, deadline-driven work with excellent customer service for matters and strong communication with attorneys, assistants, and clients.

The ideal candidate will have 3+ years in legal services or B2B professional services, be tech-savvy, and comfortable with SAP Upfront and related billing processes.

Qualifications

• 3+ years of relevant legal services and/or B2B professional services.
• Strong MS Office skills and ability to learn new systems quickly.
• Paralegal certificate or Bachelor's degree required.
• Excellent organizational and project management abilities with tight deadlines.
• Detail-oriented with strong follow-through and communication skills.
• Experience with SAP-based systems and billing workflows a plus.

Responsibilities

• Process new client intake in Upfront to open matters per FMG standards.
• Communicate with attorneys, assistants, and clients to gather complete info.
• Eliminate workflow conflicts with a systems-minded approach.
• Enter client data and assign matter numbers for billing.
• Cross-reference carrier guidelines and adjust rates as needed.
• Explain case details clearly to attorneys and clients.
• Support with special projects and process improvements.

Skills

Legal intake experience

Communication skills

Microsoft Office

Project management

Organizational skills

Detail-oriented

Education

Paralegal certificate

Bachelor's degree

Tools

SAP Upfront

Billing software

CRM experience

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 an experienced Client Relations & Assurance - Legal Intake Specialist. The Client Relations & Assurance - Legal Intake Specialist will be part of a team that handles, tracks, and monitors new case referrals received by the Assurance team. The ideal candidate will have experience in the legal services business model and/or B2B professional services. This individual will need to successfully clear the intake of new business from these clients and ensure excellent customer service for matters. New matter intake is 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, solid written and verbal communication skills, and good follow-through skills are required. The incumbent will frequently communicate with attorneys, legal assistants, and clients who refer new matters.

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

• Organized, Timely, Confidential, Responsive (within 24 hours)

Essential Job Functions

• Works within Upfront (SAP billing system) to ensure matters are opened properly in accordance with FMG standards.
• Communicates efficiently and concisely with legal assistants, attorneys, and clients regarding possible issues related to the matter opening process and follows up to obtain 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 ensure assigned case rates are correct and updates rates on existing matters as necessary.
• Clearly and quickly communicates the pertinent details of a case upon request.
• Closes requested matters and 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.
• Works with the Assurance team and others in the firm to intake new business from perspective clients using Upfront and the SAP billing system.
• Cross references insurance carrier guidelines and attorney correspondence to ensure assigned billing rates are correct.
• Communicates clearly and quickly with attorneys and clients on the pertinent details of a client matter.
• Builds business relationships and collaborate cross-firm to expand the firms book of business with clients.
• Identifies and implements process improvements to improve data integrity and support FMG Assurance business objectives (e.g. adherence to outside counsel guidelines).
• Assist with special projects and additional duties as assigned.

Education, Experience, and Skills

• 3+ years of relevant legal services and/or B2B professional services.
• Computer savvy and experience with Microsoft Office (Word, Excel, Teams, Etc.) required.
• Paralegal certificate or Bachelor's degree require
• Strong organizational skills and project management skills - with ability to prioritize and manage expectations across multiple, complex projects/priorities with aggressive due dates and quick turn-around times
• Detail-oriented with excellent follow-through skills.
• Experience using a SAP based system with conflict or billing software experience a plus.
• Knowledge of the administrative legal process in the insurance defense space a plus.
• Strong persuasive written and verbal communication skills - able to expertly position and tell compelling stories around our offerings and influence both internal and external audiences.

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.