Legal Intake Specialist

Overview

We are seeking an experienced and detail-oriented Legal Intake Specialist to support the operations of a dynamic legal department. This role is responsible for managing matter intake and creation, supporting budget inquiries, overseeing service of process and legal mail management, and assisting with engagement documentation. The ideal candidate will also provide operational support for various ad hoc legal programs, including cybersecurity assessments, subscriptions, and workflow tool integrations. This is a highly collaborative role that requires strong organizational skills, a high level of discretion, and 5–10 years of relevant legal or legal operations experience.

This is a hybrid role located in Cupertino, CA.

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:
• Cybersecurity and vendor risk assessments
• Legal subscriptions and renewals
• Wrike or similar workflow and task management tool integrations
• 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:
• Proficient with matter management and document management systems
• Familiarity with tools such as Tableau,  Wrike, and legal workflow platforms
• Ability to learn and adapt to legal tech tools quickly
• Knowledge & Abilities:
• Strong understanding of legal document processes, matter management, and service of process protocols
• Excellent attention to detail, organizational skills, and time management
• Strong communication skills and ability to interface with legal professionals, vendors, and cross-functional teams
• Discretion in handling confidential and sensitive information

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:

• ExcellenceWe strive to make every client our advocate.
• PassionWe DO because we CARE.
• CollaborationWe win together through teamwork and communication.
• AgilityWe flex, adapt, and embrace change.
• PeopleWe value, respect, and invest in our teammates.
• VisionWe 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.