Legal Intake Specialist

2 months ago

Atlanta, United States Freeman Mathis & Gary Full time

Freeman Mathis and Gary is a national, specialty litigation firm located in the Cobb Galleria Office Park, steps from the Battery Atlanta. We are seeking a Legal Intake Specialist who is positive, responsive, organized and a self-starter. 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.

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 systems 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

  • Bachelors 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

The Firm values hardworking, collaborative and self-starting individuals. We offer the following in exchange for your hard work and dedication:

  • Competitive compensation
  • Comprehensive benefits package, including medical, dental, and vision
  • HSA and FSA for employees and dependents
  • 401K Safe Harbor plan and an employer profit sharing program
  • Company provided life insurance and long-term disability coverage
  • Year-end bonuses and referral fee incentives
  • Generous PTO policy
  • Regular, firmwide socials and events
  • Positive firm culture
  • Work-life balance
  • Employee Assistance Program
  • Safe and comfortable office environment with easy access to gym
  • Easy access to nature trails and cafes
  • Free parking

Freeman Mathis & Gary, LLP (FMG) is committed to providing equal employment opportunity to all applicants and employees by maintaining a workplace free of discrimination on the basis of race, color, religion, sex, national origin, age, disability, genetic information, or other protected group status as provided by law. FMG complies with all applicable federal, state, and local laws. Employment dependent on successful completion of a background check and drug screen.

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