Freeman Mathis & Gary, LLP (FMG), a nationally recognized litigation firm with more than 500 attorneys across 38 offices in 21 states, is seeking a Legal Intake Manager to join our Intake team in our Atlanta office. The Intake Manager is responsible for reading, writing, cross-referencing, checking and validating information with respect to new file openings and maintenance of existing firm matters. The Intake Manager will supervise and assist the Intake Team to provide guidance and support to ensure accurate and efficient workflow. 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 as the Intake Supervisor communicates frequently with attorneys. Proficiency in Microsoft Office is required. The hours for the position are from 9am to 6pm.
The following set of success factors describe the characteristics of those who are successful in our Firm: • Helpful, Congenial, Personable, Positive • Unpretentious, Approachable, Respectful, Team Oriented • Accountable, Takes Ownership, Corrects Mistakes • Organized, Timely, Confidential, Responsive (within 24 hours)
Duties and Responsibilities:
- Work within Upfront and the SAP billing system each day to ensure matters are opened properly in accordance with FMG standards and with the correct client matter information
- Supplement and maintain Intake Source Document (OneNote) related to workflow procedures, including client specific exceptions where required
- Train new Legal Intake Specialists and perform updated training as needed based on changes in workflow and procedure
- Assist in implementation of uniform rate update procedures for client billing rates
- Oversee and provide guidance for other members of Intake Team and escalate to Assistant General Counsel as needed
- Participate in the new billing software integration
- Communicates efficiently and concisely with Legal Assistants and Attorneys regarding possible issues related to the matter opening process and follows up with obtaining complete and accurate information
- Works proactively, with a systems mindset, to eliminate conflict issues and mitigate future professional liability risks
- Inputs new client information and works quickly and accurately to get client matter numbers assigned so that the attorneys can begin billing time to the matter
- Cross references insurance carrier guidelines and attorney correspondence with clients to ensure assigned billing rates are correct; update rates on existing matters as necessary
- Clearly and quickly communicates the pertinent details of a client matter, upon request
- Closes requested matters, monitors supplemental party requests to determine if any client matter information needs to be updated as part of processing request filings
- Identify and implement process improvements to shorten cycle & improve data integrity
- Communicate with potential clients when necessary via email or phone
- Evaluate each intake workflow in Upfront (SAP billing system) and thoroughly analyze 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 system’s requirements and client’s billing guidelines
- Work with Conflicts and Billing Teams to ensure matters are being maintained as required
- Build relationships with people in various departments, including Attorneys, Management and Staff to ensure proper outcomes
- Assist with special projects and additional duties as assigned
Education, Experience, and Skills:
- Accuracy and attention to detail is essential along with an understanding of how the role affects the overall system, legal process, and impact on Firm performance
- 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 when managing repetitive tasks
- Excellent critical thinking and problem-solving skills, thinks things through and evaluates potential consequences 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, exploring, and mastering new computer systems- computer literate
- Ability to learn quickly and solve problems or navigate in unfamiliar systems with little instruction
- Bachelor’s Degree Required - Degree in 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 Aderant is preferred
- 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
Why FMG? At FMG, people are our greatest asset. We invest in your success and well-being through:
- Competitive compensation
- Medical, dental, and vision coverage
- HSA and FSA options
- 401(k) with 3% employer Safe Harbor contribution
- Generous PTO and work–life balance
- Year-end bonuses and referral programs
- Firm-paid life insurance and long-term disability
- Employee Assistance Program
- A collaborative, respectful, and team-oriented culture
EEO Statement Freeman Mathis & Gary, LLP (FMG) is committed to providing equal employment opportunities to all applicants and employees by maintaining a workplace free of discrimination based on race, color, religion, sex, national origin, age, disability, genetic information, or any other protected status as provided by law. FMG complies with all applicable federal, state, and local laws. This position is subject to our drug‑free workplace policy, which includes the ability to pass a pre‑employment drug screen. Employees may be subject to reasonable‑suspicion drug testing in accordance with Firm policies outlined in the Employee Handbook.
