Case Intake Specialist, Project Manager Support
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Job Description
Case Intake Specialist managing client inquiries and initial case coordination. Supports project management for legal consulting in forensic services.
Responsibilities:
- Respond to initial client inquiries during evening/weekend hours
- Follow-up on new leads in Lead Docket, our CRM/lead generation software, and manage documentation
- Maintain and update contact databases of law firms and legal organizations
- Process and organize lead information according to established protocols
- Create and send initial estimates for case services
- Prepare intake invoices and retainers for new cases
- Manage pending cases in FileVine, including processing and organizing discovery documents using company-specific procedures and tools
- Monitor project timelines and update task lists for active cases
- Prepare invoices for completed work on existing cases
- Book travel arrangements for expert testimony, including flights, hotels, and ground transportation
- Support the Project Coordinator with maintaining comprehensive project documentation and coverage during staff absences or high-volume periods
- Finalize all expert reports by checking for grammatical errors and proper punctuation
- Ensure citations are formatted properly according to company standards
- Add company logo, header, footer, and expert signature to documents
- Convert finalized documents to Adobe PDF format
- Ensure all reports meet company quality standards before submission
- Monitor and respond to communications during evening/weekend hours
- Serve as backup for team members during absences or high-volume periods
- Perform other tasks as assigned by senior staff and management
Requirements:
- High school diploma or equivalent required
- 1 Year administrative or customer service experience required
- Basic understanding of Customer Resource Management (CRM) and project management principles
- Excellent written and verbal communication skills
- Ability to work independently with minimal supervision
- Strong organizational skills and attention to detail
- Strong proofreading and editing skills
- Proficiency in Microsoft Office suite
- Proficiency with Adobe Acrobat Pro and QuickBooks
- Experience with preparing estimates and invoices preferred
- Attention to detail in document formatting and financial calculations
- Ability and willingness to learn new software quickly (FileVine, Lead Docket, etc.)
- Ability to maintain confidentiality when handling sensitive information
- Availability to work afternoons/evenings and weekends
Benefits:
- 401K w/Employer Match
- 11 Paid Holidays plus 1 floating holiday
- Paid Sick Leave
- Paid Vacation
- Remote Work Environment
- Opportunity for Growth and Leadership Development
- Onboarding Includes on the Job Training and Mentorship
- Family-Oriented Business Culture with Reasonable Flexibility
- Tuition Reimbursement
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