Overview
Intake / Legal Assistant Jobs in San Diego, CA at Brotman Law
BROTMAN LAW Position Description: Intake Legal Assistant San Diego, CA · In Person · Full Time · Non-Exempt
Position Details Job Title: Intake Legal Assistant Classification: Non-Exempt Reports To: Administratively reports to the Operations Director. Operationally receives direction from the Owner. Training begins immediately alongside our current Intake Specialist and continues through onboarding.
Position Purpose & Focus Purposeful, Accountable, Resourceful
When someone reaches out to Brotman Law, they are usually stressed, uncertain, and hoping someone will take their situation seriously. You are the first person they talk to. That moment matters, and this role is built around getting it right.
This is a succession hire. You will train alongside our current Intake Specialist from day one and gradually take full ownership of the intake function as the transition unfolds. Once onboarding is signed off, day-to-day direction on your work comes from the Owner, with the Operations Director as your administrative point of contact. It is a real opportunity to grow into something meaningful at a firm that is genuinely invested in its people.
Because you are the first touch point a potential client has with the firm, we are also looking for someone with a strong interest in marketing and sales or business development. You will work closely with the Operations Director, who leads that side of your training and direction, on turning what you see in intake into a sharper marketing and sales strategy. When intake volume is lower, your focus shifts to supporting marketing and BD initiatives based on the Owner’s vision and strategy. With time and training, you will also pick up core legal assistant skills that make you a well-rounded contributor to the whole firm.
This is not a role where you clock in, check boxes, and clock out. It is also not a daily grind. It is a place where the work is interesting, the team is small and capable, and what you do directly affects real people navigating some of the hardest financial situations of their lives.
What You Will Do
Intake and Client Experience
- Be the first voice a potential client hears and make sure that interaction sets the right tone
- Qualify incoming leads, keep the pipeline organized in HubSpot, and follow up so nothing falls through the cracks
- Walk prospects through the Brotman Law approach and help them feel confident about moving forward
- Respond to new inquiries within 15 minutes during business hours
- Schedule and confirm consultations and keep the calendar accurate
- Prepare retainer agreements, Powers of Attorney, and other onboarding documents
- Handle initial payments and set up payment plans for incoming clients
- Open new matters in Clio and all relevant systems accurately from day one, keeping matter setup clean and complete
- Reconnect with leads who initially passed and bring some of them back
- Track lead quality and communicate it to the Operations Director, who owns where leads come from and whether they’re qualified
- Eventually help train new team members on how we do intake here
- Look for ways to make intake smoother and bring ideas to the table
- As you grow into the role, pick up additional legal assistant tasks such as client file upkeep and meeting notes, under attorney direction
Marketing, Sales & Business Development
- Bring a genuine interest in marketing and sales/BD to the role. Prior experience in this space is a plus, but not required for the right person
- Work with the Owner on campaigns, outreach, and follow-up sequences, with focus increasing during slower intake periods
- Share what you are seeing in intake to help sharpen how we market and who we target
- Support the Marketing Manager during slower intake periods, based on the Owner’s direction
- Contribute to the full client journey from the first time someone hears about us through the day they sign
What We Are Looking For
Qualifications
- High school diploma required; bachelor’s degree or paralegal certificate preferred
- Experience in a law office, client-facing, or sales role is a strong foundation
- Comfortable with MS Office and Mac
- Familiarity with HubSpot or legal practice management software is a real plus
- Interest or experience in marketing, sales, or business development is a plus, not a requirement
- Spanish fluency is preferred
The Kind of Person Who Does Well Here
- You are a natural with people. You are warm and professional at the same time, and clients feel it
- You take ownership. When something needs to happen, you make it happen without being asked twice
- You are organized in a way that is almost second nature. Gaps bother you. You close them
- You are self-aware and growth oriented. You want to get better, and you are willing to do the work
- You can hold your own when things get busy without losing your composure or your quality
- You represent the firm well in every interaction because you understand that how you show up reflects on everyone here
How We Measure Success
Individual
- Lead Response Time: New inquiries get a response within 15 minutes during business hours
- Call Answer Rate: Incoming calls are answered live 90% of the time or better
- Data Accuracy: CRM and case management entries are accurate 98% of the time or better
- Calendar Accuracy: Appointments are confirmed and correct 98% of the time or better
- Re-engagement: Around 10% of leads who initially said no are successfully brought back
- Marketing & BD Contribution: Impact assessed jointly with the Marketing Manager based on marketing performance during periods of focus on this work
Firm Level
- Monthly intake volume hits the targets the Owner sets
- Converted leads contribute meaningfully to firm revenue
- Assigned training is completed on time
What Good Looks Like
- Clients feel taken care of from the very first conversation
- The pipeline is clean, current, and moving
- You own your outcomes and bring the Owner useful information, not just completed tasks
- You grow into the role and make it your own
Working Conditions This is an in-person role in our San Diego office. The work involves a mix of desk time and moving around the office to interact with clients and team members. You will spend roughly half your time seated and the other half engaged with people and tasks around the office.
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
Pay: $55,000.00 – $65,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
Title: Intake / Legal Assistant
Company: Brotman Law
Location: San Diego, CA
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