Company Overview
Our law office is dedicated to providing exceptional legal services across a variety of practice areas. Our team is composed of experienced attorneys who bring diverse backgrounds and a client-centered approach to the legal profession.
Overview
We are seeking a detail-oriented and client-focused Intake Coordinator & Legal Operations Assistant to join our law firm. This role is critical to the firm’s day-to-day operations, serving as the first point of contact for new clients while managing essential financial and medical records processes. The ideal candidate is organized, professional, and comfortable handling confidential information in a fast-paced legal environment.
Key Responsibilities
Client Intake & Onboarding
- Conduct initial intake interviews with prospective new clients (in-person, phone, and video) to gather case-related information, complete intake forms, and enter client data into case management software
- Explain firm processes, fee structures, and next steps to new clients
- Screen potential cases for viability and route urgent matters to attorneys and paralegals appropriately
- Maintain accurate and up-to-date client files and database records
Financial Operations
- Prepare and write checks for client expenses, expert fees, court costs, and vendor payments
- Track and reconcile all firm and client-related expenses
- Maintain detailed expense logs and supporting documentation
- Assist with monthly expense reporting and client cost reimbursements
- Work closely with the bookkeeper or accounting team to ensure accurate financial records
Medical Records Management
- Initiate, track, and follow up on all medical records requests from healthcare providers and facilities
- Monitor the status of records requests and maintain detailed tracking logs
- Organize, review, and upload incoming medical records into the firm’s case management system
- Coordinate with medical record retrieval services when needed
- Ensure compliance with HIPAA and all privacy regulations regarding protected health information
Additional Duties
- Assist with general administrative tasks and provide support to attorneys and paralegals as needed
- Maintain organized physical and digital filing systems
- Respond to client inquiries regarding case status, records, and expenses
- Help prepare basic client correspondence and status updates
Qualifications & Requirements
- 1–3 years of experience in a law firm (personal injury, civil litigation, or medical malpractice preferred)
- High school diploma required; Associate’s or Bachelor’s degree preferred
- Experience with client intake, expense tracking, and medical records management is strongly preferred
- Proficiency in Microsoft Office (Word, Excel, Outlook) and case management software (Smokeball, Clio, Filevine, or similar)
- Experience with medical records requests portals is preferred but not required (CIOX, MRO, MediCopy, or similar)
- Excellent verbal and written communication skills
- Strong organizational skills with high attention to detail
- Ability to handle sensitive and confidential information with discretion
- Professional demeanor and strong customer service orientation
- Self-motivated, accountable, dependable, and able to work independently
Benefits Include:
- Competitive pay based on experience with hourly range of $19.00 - $24.00/hr.
- 401(k) with company match
- Paid time off and holidays
- Professional development opportunities
- Maternity and/or parental leave available
Candidates must pass a criminal background check and be available to work Monday - Friday from 8 am to 5 pm.
This position is ideal for someone who enjoys client interaction while also excelling at behind-the-scenes administrative and financial work. If you are reliable, proactive, and thrive in a supportive team environment, we encourage you to apply.
Pay: $19.00 - $24.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Free parking
- Opportunities for advancement
- Paid time off
- Professional development assistance
Work Location: In person
