Legal Assistant

About the Role:

Are you detail-obsessed, highly organized, and driven by a sense of purpose? We’re looking for a Legal Assistant who thrives on being the behind-the-scenes force that keeps client files clean, communication flowing, and our legal team supported at every stage. This role isn’t just about paperwork. It’s about setting the entire legal process up for success. From onboarding new clients to managing medical records and claim details, you’ll play a vital part in making sure every case is fully documented and ready for the next step. If you're someone who loves crossing T’s, tracking timelines, and making people feel taken care of, you’re exactly who we’re looking for.

What You’ll Be Doing

Client Intake & Onboarding

• Prepare and send welcome letters with required documents such as HIPAA authorizations
• Transfer or manually enter client data into SmartAdvocate within 24 hours of intake
• Confirm and track Statute of Limitations in both SmartAdvocate and the firm’s master SOL list
• Set up the Incident tab with detailed accident information and required documentation
• Ensure collection and organization of client IDs and signed medical authorizations
  

Case & Claims Management

• Obtain accident reports from LexisNexis, BuyCrash, or other platforms
• Open and update liability and UM claims in SmartAdvocate, including adjuster details and coverage info
• Draft and send Letters of Representation and follow up on coverage and liability confirmations
• Prepare and submit ANOI and OMV requests when applicable
  

Document & Record Management

• Save all key documents from POD and incoming faxes into SmartAdvocate, distributing them as needed
• Monitor and manage incoming mail and ensure documents are filed and labeled correctly
• Track medical record and bill requests in partnership with case managers
• Regularly follow up on outstanding records and log received documentation accurately
  

Settlement & Lien Support

• Assist with final settlement processes, including document scanning, check distribution, and filing
• Upload settlement summaries to Financial Cents and confirm all files are complete
• Request and track liens from Medicaid, Medicare, and private insurers, updating case files accordingly
  

Calendar & Deadline Coordination

• Input and manage critical deadlines and events in the firm’s calendar system
• Work with case managers to confirm trial dates, discovery timelines, and key litigation milestones
  

Why This Role Matters:

You’re not just supporting the legal process—you’re laying the groundwork for case success. When files are clean, deadlines are met, and clients are welcomed with clarity and professionalism, everything flows better. Your impact may happen behind the scenes, but it’s felt in every courtroom win and every satisfied client.

If you’re ready to be the reliable, organized foundation of a fast-moving legal team, we’d love to hear from you.

What You Bring to the Table

• 2+ years in a legal assistant, case management, or administrative role
• Strong written and verbal communication skills with a professional tone
• Sharp attention to detail and a commitment to maintaining accurate records
• Comfortable using legal case management software (SmartAdvocate preferred)
• Ability to manage multiple tasks and stay calm under pressure
• Reliable, proactive, and highly organized
  
  

Bonus Points For:

• Familiarity with personal injury law and insurance claims
• Experience managing medical record requests or working with providers
• Spanish-speaking or multilingual skills
• A natural sense of hospitality and client care

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Critical Illness & Cancer Ancillary Plans
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation & Public Holidays)
• Short Term & Long Term Disability
• Training & Development