Client Referrals Legal Assistant

At William Mattar, P.C., our mission is to make a difference. As a firm focused on helping people, we are looking for a Legal Assistant for Intake – Referrals to join our team. This role is a great fit for someone who enjoys working with clients, values collaboration, and brings a high level of attention to detail.

The Legal Assistant for Intake – Referrals is responsible for supporting individuals whose legal matters fall outside of the firm’s practice areas. This includes guiding clients to appropriate legal resources, managing outbound referrals, and tracking each case through to resolution with co-counsel.

Responsibilities:

• Provide exceptional customer service to clients and referral partners

• Build and maintain professional relationships with attorneys, colleagues, and management

• Use the firm’s case management software to create files, manage calendars, document case activity, track expenses, and communicate with staff

• Answer incoming calls and conduct intake interviews with new and prospective clients

• Develop and strengthen relationships with referral sources to ensure clients receive the legal support they need

• Assign co-counsel to cases following department guidelines

• Generate and send initial documents to clients and co-counsel

• Monitor the department email inbox and respond to inquiries in a timely manner

• Track referred cases by maintaining communication with co-counsel and updating outcomes

• Maintain accurate referral reports and data for internal use

• Identify trends in referral needs and share insights with management

• Expand the referral network by identifying and adding qualified attorneys as needed

• Perform administrative tasks including photocopying, emailing, mailing, faxing, and scanning case-related materials

• Assist attorneys with drafting correspondence, obtaining legal documents from co-counsel, and coordinating referral communications

• Prepare physical case files and ensure all materials are transferred properly to co-counsel

• Provide responsive, professional support to both co-counsel and the internal legal team

• Participate in ongoing training, meetings, and special projects as assigned

Qualifications:

Education

• High school diploma required

• College degree preferred

Experience

• At least two years of office or customer service experience

• Familiarity with Microsoft Office

• Typing speed of at least 35 WPM

Skills and Competencies

• Excellent verbal and written communication

• Strong listening and comprehension skills

• Exceptional customer service

• Ability to manage multiple tasks and prioritize effectively

• Ability to work well with employees at all levels

• Strong problem-solving abilities

• High attention to detail

• Commitment to confidentiality and professionalism

• Adaptability in a fast-paced environment

• Self-motivated with a goal-oriented mindset

Technology and Tools

• Computer

• Telephone

• Printer, scanner, fax

• Needles case management software

Work Environment and Physical Requirements

• Office setting

• Ability to sit for extended periods

• Ability to lift up to 10 pounds

If you are someone who is passionate about helping others and enjoys supporting clients through meaningful work, we encourage you to apply. Join a team that works with purpose and lives its mission every day through The Mattar Way.