BROTMAN LAW
Position Description — Intake Legal Assistant
San Diego, CA · In-Person · Full-Time · Non-Exempt
Position Details
Job Title: Intake Legal Assistant
Classification: Non-Exempt
Reports To: Owner
Position Purpose & Focus
Purposeful — Accountable — Resourceful
When someone reaches out to Brotman Law, they are usually stressed, uncertain, and hoping someone will take their situation seriously. You are the first person they talk to. That moment matters, and this role is built around getting it right.
This is a succession hire. You will learn the role alongside our current intake lead and gradually take full ownership of the intake function as the transition unfolds. It is a real opportunity to grow into something meaningful at a firm that is genuinely invested in the people who work here.
When intake is running well, you also get involved in marketing, working with the Owner to help bring in the clients you will later onboard. With time and training, you will pick up core legal assistant skills that make you a well-rounded contributor to the whole firm.
This is not a role where you clock in, check boxes, and clock out. It is also not a daily grind. It is a place where the work is interesting, the team is small and capable, and what you do directly affects real people navigating some of the hardest financial situations of their lives.
What You Will Do
Intake and Client Experience
- Be the first voice a potential client hears and make sure that interaction sets the right tone
- Qualify incoming leads, keep the pipeline organized in HubSpot, and follow up so nothing falls through the cracks
- Walk prospects through the Brotman Law approach and help them feel confident about moving forward
- Respond to new inquiries within 15 minutes during business hours
- Schedule and confirm consultations and keep the calendar accurate
- Prepare retainer agreements and onboarding documents
- Handle initial payments and set up payment plans for incoming clients
- Open new matters in Clio and all relevant systems accurately from day one
- Reconnect with leads who initially passed and bring some of them back
- Eventually help train new team members on how we do intake here
Marketing Collaboration
- Work with the Owner on campaigns, outreach, and follow-up sequences when intake allows
- Share what you are seeing in intake to help sharpen how we market and who we target
- Contribute to the full client journey from the first time someone hears about us through the day they sign
Legal Assistant Support
- Help attorneys with correspondence, document organization, and case-related tasks as needed
- Assist with incoming mail and electronic correspondence under attorney or senior staff direction
- Keep client files accurate and current
- Assist with legal research and writing under attorney supervision
- Contribute to case management reporting and firm record-keeping
- Take notes in meetings and keep written records for the attorneys
- Look for ways to make intake smoother and bring ideas to the table
What We Are Looking For
Qualifications
- High school diploma required; bachelor’s degree or paralegal certificate preferred
- Experience in a law office, client-facing, or sales role is a strong foundation
- Comfortable with MS Office and Mac
- Familiarity with HubSpot or legal practice management software is a real plus
- Spanish fluency is a significant advantage
The Kind of Person Who Does Well Here
- You are a natural with people. You are warm and professional at the same time, and clients feel it.
- You take ownership. When something needs to happen, you make it happen without being asked twice.
- You are organized in a way that is almost second nature. Gaps bother you. You close them.
- You are self-aware and growth-oriented. You want to get better and you are willing to do the work.
- You can hold your own when things get busy without losing your composure or your quality.
- You represent the firm well in every interaction because you understand that how you show up reflects on everyone here.
How We Measure Success
Individual
- Lead Response Time: New inquiries get a response within 15 minutes during business hours
- Lead Qualification Rate: 80% or more of leads are successfully qualified and moved to a consultation
- Data Accuracy: CRM and case management entries are accurate 98% of the time or better
- Calendar Accuracy: Appointments are confirmed and correct 98% of the time or better
- Re-engagement: Around 10% of leads who initially said no are successfully brought back
Firm-Level
- Monthly intake volume hits the targets the Owner sets
- Converted leads contribute meaningfully to firm revenue
- Assigned training is completed on time
What Good Looks Like
- Clients feel taken care of from the very first conversation
- The pipeline is clean, current, and moving
- You own your outcomes and bring the Owner useful information, not just completed tasks
- You grow into the role and make it your own
Working Conditions
This is an in-person role in our San Diego office. The work involves a mix of desk time and moving around the office to interact with clients and team members. You will spend roughly half your time seated and the other half engaged with people and tasks around the office.
Pay: $55,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
