Matter Management Assistant

Summary

The Matter Management Assistant is responsible for supporting the daily operations and maintenance of the Firm’s secure client portals. This position acts as a liaison between clients, attorneys and staff to ensure timely and accurate uploading of case documents, status updates, and communications. The Matter Management Assistant is responsible for initiating the client intake of new matters, verifying that documentation is complete and compliant, and maintaining accurate records in the Firm’s document management system.

Duties and Responsibilities

• Upload and manage legal documents, pleadings, and reports to the client portals in accordance with client guidelines
• Monitor the portals for client communications and route inquiries to appropriate attorneys and staff
• Ensure timely entry of case updates, including hearing dates, deposition schedules, and litigation milestones in the client portals
• Perform quality control on portals data to ensure accuracy and consistency
• Collect and review all necessary information from attorneys and staff to initiate new client and matter intake forms, including party names, affiliations, matter descriptions, and related data
• Receive and review incoming referrals, download and organize all case-related documentation and information, and analyze submitted data for completeness and accuracy prior to submitting for conflicts checking
• Communicate with referral sources and internal stakeholders to confirm receipt of cases and resolve any missing or unclear information
• Accurately enter client and case data into the firm’s database to ensure compliance with ethical obligations
• Coordinate with the Conflicts Team to ensure timely and thorough conflicts checks are conducted
• Work closely with partners, attorneys, and administrative teams to clarify or supplement information needed for accurate conflict analysis
• Maintain proper documentation of all intake activity and follow established procedures for recordkeeping and tracking
• Assist with special projects and perform other duties as assigned

Qualifications & Skills

• High school diploma or equivalent (Associate or Bachelor’s degree preferred)
• 5+ years of experience in legal intake, conflicts, or case management within a law firm environment
• Experience working with legal or referral portals is desired
• Familiarity with legal terminology, procedures and case document management systems software a plus
• Proficient in Microsoft Office Suite (Outlook, Word, Excel) and comfortable learning new software platforms
• Exceptional attention to detail and ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Strong written and verbal communication skills
• Ability to handle confidential information with discretion
• Ability to work independently and collaboratively across departments

This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Equal Opportunity Employer

Kahana Feld provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Job Type

Full-Time, Non-Exempt

Supervisory Responsibilities

None

Work Location

Hybrid

Physical Requirements

Primarily sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading. Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. Must have the ability to walk short distances, and/or drive a vehicle to deliver and pick up materials. Work can be performed with or without accommodations.

Travel

5 – 10% domestic travel by ground and or air, dependent on firm needs