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Business Intake Coordinator

1 month ago

Denver, Colorado, United States Staff Full time
Job Summary

The New Business Intake Analyst is a critical role that plays a key part in the firm's business operations. This position is responsible for handling all procedures related to the opening and modification of client/matters, including financial and business risk review and approvals.

Key Responsibilities
  • Ensure timely review, quality control, and analysis of new client and/or new matter worthiness, requiring current and continually updated knowledge of relevant risk management and firm business-related policies.
  • Correspond with lawyers and legal administrative assistants and serve as a liaison with Accounting and Conflicts teams to maintain efficiency and accuracy in the exchange of information utilized and maintained in the Firm's client/matter intake and financial systems.
  • Maintain client and matter information in firm systems, including updates to billing information, managing rate exception set-up, executing name changes, managing updates to billing or origination changes, updates to matter status, and editing other system fields as needed.
  • Review and implement special billing arrangements to comply with outside counsel guidelines.
  • Interpret billing arrangements and communicate effectively with attorneys and Accounting for set-up and modifications.
  • Assist with the annual billing rate adjustment process to review and update special billing arrangements and firm billing rates.
  • Responsible for assisting with all processes related to maintaining, tracking, monitoring, and auditing engagement letters, outside counsel guidelines, and payment of retainers.
  • Responsible for assisting with all processes related to the automated close of inactive clients and/or matters to ensure firm systems contain accurate data on active firm business.
  • Responsible for assisting with all processes related to the review and enforcement of general matter policies and usage of general numbers by firm timekeepers.
  • Escalate issues as needed to the New Business Intake manager.
  • Assist New Business Intake management with all responsibilities related to client information and data requests, client audits, and client questionnaires.
  • Assist New Business Intake management with all responsibilities related to internal firm processes related to auditing clients/matters post-engagement.
  • Must be able to work with other team members to help the team evolve, grow, and comply with deadlines and time-sensitive issues.
Additional Responsibilities
  • Assist with special projects as assigned.
Qualifications

Education:

  • High School diploma or equivalent required. Bachelor's Degree preferred.

Experience:

  • Approximately two (2) years of prior experience in a law firm setting (or equivalent) performing new business intake and/or billing-related functions is preferred.

Knowledge, Skills, and Abilities:

  • Ability to organize and prioritize numerous tasks and complete them under time constraints.
  • Interpersonal skills necessary to communicate and follow instructions effectively from a diverse group of clients, attorneys, and staff.
  • Written communication skills necessary to deliver complex answers and ask thoughtful questions of attorneys, management, and staff.
  • Comprehensive working knowledge of relevant financial risk and business conflict-related policies.
  • Ability to work efficiently and effectively with minimal supervision in an environment with multiple projects, shifting priorities, and tight deadlines.
  • Proficiency in a Microsoft Windows-based environment required.
  • Knowledge of basic conflicts of interest and new business intake principles.
  • Experience with the use of Conflicts and/or New Business Intake tools such as Intapp Open, Elegrity, Metastorm, etc.
  • Experience with the use of Elite (Enterprise or 3E), Aderant, etc.
  • Work occasionally requires more than 40 hours per week to perform the essential duties of the position; may require irregular hours.
Work Environment and Physical Demands

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Requirements:

Sedentary work: Exertion of physical strength to lift, carry, push, pull, or otherwise move objects up to 10 pounds. Work involves sitting most of the time. Walking and standing are often necessary in carrying out job duties.

Visual Acuity:

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, and extensive reading.