Case Manager & Intake Specialist
5 days ago
West Orange
Job Description Role Overview The Case Manager & Intake Specialist serves as the firm-wide point of control for matter intake, conflict checks, and case data accuracy across all offices and jurisdictions. This role supports a high-volume insurance defense practice, managing approximately 80–90 new matters per month, along with transfers, internal updates, and reopens. Working closely with attorneys, legal assistants, and firm leadership, this position ensures matters are opened accurately, ethically, and in compliance with firm standards, client guidelines, and confidentiality requirements. The role also contributes to process improvement, standardization, and operational visibility as the firm continues to scale. Key Responsibilities • Case Intake & Matter Setup, • Manage daily case intake and batch submissions based on client formats, • Accurately open, update, transfer, and reopen matters in FileVine and related systems, • Review intake information submitted in varying formats and ensure required data is complete and standardized, • Serve as the firm-wide coordinator for matter setup across all jurisdictions, • Conflict Checking & Ethical Compliance, • Conduct daily conflict searches across FileVine, Rocket Matter, and Microsoft tools, • Identify, document, and escalate potential conflicts to firm leadership to ensure ethical compliance, • Implement ethical walls or access restrictions when required, • Maintain consistency and documentation around conflict review and escalation, • Case Management Systems & Data Integrity, • Maintain matter records in FileVine and related document management systems, • Monitor naming conventions and data accuracy throughout the case lifecycle, • Collaborate with attorneys, legal assistants, paralegals to resolve data gaps or inconsistencies, • Support matter closures to ensure files are closed timely and accurately, • Process Improvement & Standardization, • Identify opportunities to improve intake standards and reduce variability, • Contribute to automation or workflow enhancement opportunities, • Support documentation and adherence to firm-wide intake and case management procedures, • Communication & Collaboration, • Maintain regular communication with attorneys, support staff, and executive leadership, • Identify and escalate risks, workflow delays, and recurring operational issues, • Experience in legal operations, case management, or law firm administration preferred, • Familiarity with case and document management systems, • Strong attention to detail and comfort managing high-volume workflows, • Clear, professional communication skills, including with leadership, • Organized, proactive, and process-oriented mindsetCompany DescriptionCallahan & Fusco is a growing regional law firm. Its main practice areas include trucking and transportation, general insurance defense litigation, construction/construction defect, and premises liability. Callahan & Fusco is known for attaining high-profile clients and its involvement in highly publicized cases. The firm prides itself on providing large firm capabilities with small firm flexibility while maintaining long-term relationships with its clients.Callahan & Fusco is a growing regional law firm. Its main practice areas include trucking and transportation, general insurance defense litigation, construction/construction defect, and premises liability. Callahan & Fusco is known for attaining high-profile clients and its involvement in highly publicized cases. The firm prides itself on providing large firm capabilities with small firm flexibility while maintaining long-term relationships with its clients.