File Intake Specialist

This is a Full Remote job, available from anywhere.

The File Intake Specialist is responsible for managing the intake and initial processing of new legal matters and case files. This role ensures that all incoming files are accurately documented, properly categorized, and entered into the firm’s systems in accordance with established protocols.

The ideal candidate is detail-oriented, organized, and comfortable working in a fast-paced legal environment.

Primary Job Duties:

• Receive and process new case files, including physical and electronic documents.
• Verify completeness of intake documentation and follow up on missing information.
• Enter matter details into the firm’s case management and document management systems.
• Assign appropriate file numbers, labels, and categories based on practice area and client requirements.
• Coordinate with attorneys, paralegals, and administrative staff to ensure timely and accurate file setup.
• Maintain intake logs and generate reports on new matters and file activity.
• Ensure compliance with internal procedures and client-specific intake protocols.
• Assist with scanning, indexing, and archiving of incoming documents.
• Support quality control efforts by reviewing file data for accuracy and consistency.
• Respond to internal inquiries regarding file status and intake procedures.

Key Competencies:

• Communicating - Legal Professionals provide the information required by others in a concise, direct, and unambiguous way. They perceive how the message affects the receiver and strive to ensure that the receiver clearly understands the specifics and function of the message.
• Conflict Management - Legal Professionals manage conflict by identifying and addressing the root causes of the conflict, and by taking steps to prevent future conflicts.

• Detail-oriented and organized individual.
• Ability to work in a fast-paced legal environment.
• Excellent communication and conflict management skills.