What are the responsibilities and job description for the Intake Specialist position at ROBERTS MARKEL WEINBERG BUTLER HAILEY PC?
Description
We are seeking a highly organized and detail-oriented Intake Specialist to join our team in ourGalleria office. This position plays a critical role in initiating new legal matters, ensuring all case data is accurately captured, and supporting seamless handoff to attorneys and legal teams. The Intake Specialist acts as the initial touchpoint for internal case setup procedures and conflict checks, working closely with shareholders, associates, and paralegals to ensure compliance and efficiency across departments.
This role requires strong administrative, legal technology, and communication skills, as well as a proactive mindset and the ability to manage multiple priorities in a fast-paced environment.
The position is based in our Galleria office and reports to the CFO. Compensation is based on experience. The position is bonus eligible. Firm benefits include medical, dental, vision, accident, cancer, critical illness, long term care, LTD, STD, 401(k), paid parking and lunch.
Responsibilities
o Document Review & Research
o Review case documents such as petitions, answers, demand letters, and client correspondence related to the matter.
o Search Texas county civil court records for case-related filings (e.g., petitions, amendments).
o Respond to audit response requests by searching legal software systems for relevant case details.
· Conflict Checks
o Perform conflict checks for multiple practice groups and Human Resources using internal firm technology.
o Communicate findings clearly to assigned attorneys, paralegals or administrative employees.
· Engagement Contracting
o Prepare a draft of the engagement letter based on the relevant legal practice area using the appropriate template.
o Confirm client contact details, deductible types (defense/indemnity-only), retainer amounts, and other case specifics as instructed by the assigned team.
o Incorporate the revisions as requested by shareholders and follow each team’s protocol to send the finalized engagement letter to the client via appropriate platform, such as Adobe Sign, Outlook, and others
o Maintain confidentiality and ensure no direct client contact unless specifically asked by the shareholder
o Track retainer payments and follow up on pending engagement letters.
· File & System Setup
o Gather necessary data to communicate to the Billing Department.
o Set up Microsoft Teams or channel folders based on attorney or practice group preferences.
o Track progress of each new matter request using internal spreadsheets and tools, ensuring all matters are fully set up in the firm’s systems.
o Maintain clean and up-to-date email folders, particularly Outlook, as part of daily operations.
Requirements
Skills
Interpersonal skills should include:
o High level of time-management skills; ability to multitask and prioritize matters and adapt to changing priorities
o Attentive to details with good follow-through and follow-up; possess the ability to anticipate what needs to be done.
o Superior verbal and written communication skills; excellent proofreading skills.
o Effective at interacting and communicating internally with employees across all organizational levels and locations.
Technical skills should include:
o Strong knowledge of MS Office applications, including Word, Excel, PowerPoint, Adobe and Outlook; Ability to learn and effectively utilize various computer applications, such as PowerBI.
Training and Experience:
· High School Diploma or equivalent required. College degree preferred.
· A minimum of two to three years of experience in a similar position. Law firm experience strongly preferred.
Benefits: Some of our most popular additional benefits at our Firm include: flexible working environment, remote working, paid lunches, paid parking, and a wellness program which includes Corporate sponsored Lifetime Fitness memberships or gym reimbursements.
Compensation is based on experience. Bonus eligible. Firm benefits include 401(k) with matching, medical, dental, vision, supplemental policies, long term care, identity theft and legal services, life insurance, and pet insurance. The firm offers parental leave.
Roberts Markel Weinberg Butler Hailey PC is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
RMWBH has been recognized as one of Houston’s Best Places to Work™ and Houston’s Best and Brightest Companies to Work For™.