Legal Assistant

POSITION SUMMARY

The Legal Assistant serves as the first point of contact for prospective new clients (PNCs) and is responsible for guiding each inquiry from initial contact through a successful handoff to the appropriate attorney. This role determines whether a PNC's matter genuinely requires legal representation, screens for conflicts of interest, prepares and sends engagement letters, collects the initial deposit, and ensures the assigned attorney receives a complete, ready to work file. Sound judgment, discretion, and clear communication are essential, as this position shapes a prospective client's first impression of the firm.

CLIENT NEEDS ASSESSMENT

• Serve as the first point of contact for all potential new clients (PNCs), by phone, email, or in person.
• Gather relevant facts about the PNC's situation through a structured intake conversation.
• Evaluate whether the matter actually requires an attorney, or whether it falls outside the firm's practice areas, does not rise to the level of needing legal representation, or is better suited to another resource.
• Identify the appropriate practice area and attorney fit based on the nature of the matter.
• Communicate clearly and professionally with PNCs who are not a fit for representation, and refer them elsewhere when appropriate.

CONFLICT CHECKS

• Run a conflict of interest check on every PNC and all related parties before proceeding further in the intake process.
• Document conflict check results accurately in the firm's system.
• If a potential conflict is identified, escalate the matter immediately to the Managing Partner for review and resolution.
• Do not send an engagement letter or collect a deposit until a conflict check has cleared or has been resolved by the Managing Partner.

ENGAGEMENT & DEPOSIT COLLECTION

• Prepare and send the engagement letter to the client once the matter is confirmed to be a fit and the conflict check has cleared.
• Track outstanding engagement letters and follow up with clients as needed to obtain a signed copy.
• Collect the initial deposit or retainer in accordance with firm policy before the file is opened.
• Confirm that payment has been properly recorded and coordinate with the billing team on any discrepancies.

ATTORNEY HAND-OFF

• Open the client file and compile a complete, organized intake summary for the assigned attorney.
• Transfer the file to the appropriate attorney promptly once the engagement letter is signed and the deposit is received.
• Communicate directly with the receiving attorney to confirm the handoff and answer any outstanding questions about the client or matter.
• Follow up as needed to ensure the transition is complete and nothing falls through the cracks.

QUALIFICATIONS

• Prior experience in a law firm, client intake, or customer facing professional services role preferred.
• Excellent organizational skills and close attention to detail is a must
• Strong written and verbal communication skills, with a professional and welcoming presence.
• Sound judgment and the ability to assess a situation accurately and objectively.
• Ability to handle sensitive client and financial information with discretion.
• Comfortable managing multiple inquiries and files simultaneously in a fast paced environment.
• Proficiency with document management systems, payment processing, and standard office software.

WHAT SUCCESS LOOKS LIKE

• PNCs receive a prompt, professional response and a clear answer on whether the firm can help them.
• Conflict checks are completed thoroughly and consistently, with no engagement letters sent before clearance.
• Engagement letters and deposits are collected accurately and without unnecessary delay.
• Attorneys receive well organized, complete files and feel confident the handoff was handled properly.
• New clients feel welcomed and well cared for from their very first contact with the firm.
• Team player and seeks to support and help whenever needed.