Legal Assistant (Intake/Case Closer)

The Opportunity: Expanding Personal Injury Law Firm has an immediate opening for a Legal Assistant (Intake / Case Closer) to support our paralegals. We are looking for someone who is organized, detail-oriented, and able to handle multiple tasks at the same time. Your main responsibility will be to make sure that all tasks assigned by the paralegals are completed quickly, accurately, and on time. This position is a good fit for someone who enjoys administrative and clerical work, can follow instructions carefully, and works well as part of a team.

Objective: (Intake/Case Closer) Finalize all onboarding documentation for new cases and initiate the first steps of case setup to ensure a smooth transition to case management teams. Management of all post-settlement and case-closing procedures, ensuring insurance records are finalized, liens are resolved, client communication is completed and files are properly closed.

Accountable for initial client communication (WRITTEN ONLY).

· Send client welcome letter via Postrio, including copy of signed contract.

· Confirm if client was previously represented.

Accountable for referral documentation.

· Referral notifications

· Referral accounting

Accountable for Client Disengagement or Termination.

· Send Disengagement or Client Termination Letter to the client.

Accountable to notify Adjuster or new Attorney (if applicable).

· If directed, send Lien Letter to the Adjuster or new Attorney.

Accountable for post-closure process.

· POSTRIO: Send Closed File Letter to the client.

· Mark the Case as Complete/Closed in case management software (Litify).

Accountable for updating Paralegal with Tasks status every 7 days via case management software (Litify) Chatter.

Skills/Abilities:

*Fluent in English – excellent oral and written communication skills

*Bi-lingual (English/Spanish) is a plus

*Data entry and record keeping

*Attention to detail

*Ability to manage multiple follow-up tasks with accuracy and prioritization

*Multi-tasking across phone and email handling high volume / stress

*Confident and strong judgment

*Problem analysis and problem-solving

*Professionalism and confidentiality

*Willingness to perform any/all tasks as assigned by supervisor and/or firm leadership in support of the firm’s growth and success

Education and Experience:

*High school diploma or equivalent

*Cloud-based systems

*Basic understanding of legal terminology and case types – motor vehicle accidents, premises liability, etc.

*Proficient with Windows and/or macOS with basic troubleshooting/computer literacy

*Document management – Microsoft Office Suite (Word, Excel, Outlook) and Nitro PDF

*E-signature platforms (DocuSign)

*Case management systems (CMS) – Litify or Salesforce are a plus

*Softphone applications/dedicated business phones with call recording/monitoring

*VoIP systems (Zoom, Teams, Vonage, RingCentral)

*Data privacy regulations / adherence to HIPAA (USA) or GDPR (outside of USA)

*1-3 years customer service experience, preferably within legal, medical or insurance industries

Physical Requirements:

*Prolonged periods sitting at a desk and working on a computer

Hardware / Internet Requirements:

*Processor : Intel Core i5 (10th Gen or newer) / AMD Ryzen 5 / Apple M series

*Ram: 16GB

*Operating System: Windows 11 or macOS 15 Sequoia

*Webcam: 1080p resolution or better

*Download and upload : Minimum 100 Mbps