Why is This a Great Opportunity?
This role offers an opportunity to support the efficient operation of a law firm by serving as a key point in the client and matter intake process. The File Opening Specialist plays an important role in ensuring accurate file setup, compliance with internal procedures, and timely support for attorneys and legal staff. This position provides exposure to legal operations, compliance requirements, and administrative processes within a professional services environment. It is well suited for individuals who are detail-oriented and interested in building experience within the legal field.
Job Description:
The File Opening Specialist is responsible for opening and maintaining client and matter files in accordance with firm policies and regulatory requirements. Responsibilities include, but are not limited to:
• Opening new client and matter files in the firm’s case management and billing systems
• Reviewing file opening requests for completeness and accuracy
• Conducting conflict checks and coordinating resolution as needed
• Ensuring compliance with firm policies, ethical rules, and recordkeeping requirements
• Maintaining accurate client and matter information, including engagement details and billing arrangements
• Communicating with attorneys and legal staff to resolve missing or incomplete information
• Assisting with file maintenance, updates, and closures as required
• Supporting audits, reporting, and administrative projects related to file management
• Maintaining confidentiality and handling sensitive information with discretion
Qualifications:
• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred
• One (1) or more years of experience in a law firm, legal administrative, intake, or professional services environment preferred
• Strong attention to detail and organizational skills
• Ability to manage multiple requests and meet deadlines in a fast-paced environment
• Clear written and verbal communication skills
• Proficiency with Microsoft Office applications; experience with legal case management or billing systems preferred
• Ability to follow established procedures and maintain compliance standards
• Strong judgment and discretion when handling confidential information
• Authorization to work in the United States
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