Legal Intake Specialist, Sunnyvale

Overview:
We are seeking a highly organized and detail-oriented Legal Intake Specialist to join our team. This role will be responsible for managing and validating timekeeper rate submissions from outside counsel, ensuring data integrity, and supporting rate programs such as promotions, annual increases, and RFP implementations. The ideal candidate will have experience with law firm billing structures, legal billing platforms, and a strong focus on data accuracy and compliance. This role is on site in Cupertino. 

Responsibilities:
Key Responsibilities:

 

Matter Intake & Budget Support

· Manage the intake and setup of new legal matters, ensuring complete and accurate data entry in matter management systems.

· Coordinate with internal legal team members and outside counsel to collect and validate matter details.

· Assist with responding to budget inquiries and tracking legal spend as needed.

 

Service of Process / Legal Mail Management

· Receive and manage service of process (SOP) and legal mail; ensure accurate routing and acknowledgment in a timely manner.

· Maintain SOP logs, tracking systems, and reporting tools.

· Recommend and support process improvements in the mail/SOP distribution workflow.

· Assist with scanning, organizing, and archiving documents when necessary.

 

Engagement Support

· Assist with drafting and preparing engagement letters, vendor onboarding documents, and other legal correspondence.

· Ensure documents are consistent with company policy and internal standards.

 

Ad Hoc Program Support

· Provide operational and administrative support for specialized legal programs, including:

o Cybersecurity and vendor risk assessments

o Legal subscriptions and renewals

o Wrike or similar workflow and task management tool integrations

o Other projects as assigned by the legal or compliance teams

 

Qualifications:
Qualifications:

· Experience: 5–10 years of experience in a legal department, law firm, or legal operations role

· Education: Bachelor’s degree preferred; paralegal certification a plus

· Technical Skills:

o Proficient with matter management and document management systems

o Familiarity with tools such as Tableau, Wrike, and legal workflow platforms

o Ability to learn and adapt to legal tech tools quickly

· Knowledge & Abilities:

o Strong understanding of legal document processes, matter management, and service of process protocols

o Excellent attention to detail, organizational skills, and time management

o Strong communication skills and ability to interface with legal professionals, vendors, and cross-functional teams

o Discretion in handling confidential and sensitive information

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Preferred Qualifications:

· Experience working in an in-house legal department

· Familiarity with legal operations frameworks (e.g., CLOC)

· Experience with cybersecurity assessments or compliance processes

· Experience with legal budgeting or e-billing systems

 

Consilio’s True North Values

Excellence  - We strive to make every client our advocate

Passion - We DO because we CARE

Collaboration - We win together through teamwork and communication

Agility - We flex, adapt and embrace change

People - We value, respect and invest in our teammates

Vision - We create clarity of purpose and a clear path forward

 

Consilio, LLC is an EEO/Affirmative Action Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability or any other legally protected status.