Business Intake Specialist

Holland & Hart Staff • Anchorage, AK

36d • $24 - $40 • Hybrid

About The Position

The Business Intake Specialist provides crucial operational and analytical support to billing attorneys and the Business Intake team in the Office of General Counsel by executing sophisticated intake processes and departmental operations. Under general oversight, this role provides the firm’s billing attorneys with a reliable, efficient, and seamless new business intake experience by effectively procuring, researching, analyzing, and capturing the required key information received from the billing attorney while expertly navigating the requirements of the intake process to ensure clients are onboarded and matters are opened and maintained accurately and efficiently while complying with firm best practices, policies, and procedures. This role receives comprehensive training in legal intake operations and compliance, with structured development opportunities that build expertise in entity research, conflict identification, and legal operations management. As a critical component of the firm’s risk management infrastructure, the Business Intake Specialist ensures accurate data capture and procedure compliance that directly impacts matter opening efficiency, client satisfaction, revenue protection, compliance with the Rules of Professional Conduct and applicable federal law related to “know your client” obligations, and mitigation of malpractice exposure and disqualification risks.

Requirements

• Bachelor’s degree or equivalent experience required.
• Four years prior experience as a legal secretary or a similar role at a large or medium firm preferred.
• High level of proficiency using personal computers, database software, Adobe, Windows applications, and online research tools.
• Data integrity focus with demonstrated attention to accuracy in complex information management.
• Good spelling, writing, editing, formatting, and proofreading skills.
• Above average typing required, and ten-key skills preferred.
• Requires initiative, an inquisitive nature, positivity, and the adoption of solution-based approach in all aspects of work.
• Strong attention to detail, critical thinking, and analytical skills.
• Demonstrates commitment to accuracy, efficiency, and continuous improvement in intake procedures while maintaining high standards for data integrity and compliance.
• Requires good time management, organizational and planning skills to prioritize and handle detailed and repetitive work, and to assess, recommend and implement improved work procedures.
• Process improvement mindset with interest in legal operations and compliance procedures.
• Ability to work under pressure and maintain composure with minimal supervision.
• Requires good interpersonal/communication skills with a positive customer service-oriented attitude, high level of professional integrity, and ability to maintain confidentiality and build trust to work effectively with personnel at all levels within the firm.
• Willingness to work flexible hours when necessary to meet departmental deadlines.

Nice To Haves

• Experience with Aderant Expert, Intapp products, Lexis Diligence, and Capital IQ a plus.

Responsibilities

• Responsible for assisting the Business Intake Manager, Ethics & Conflicts Managers, Managing EBI Counsel and Director of Ethics, Ethics & Conflicts Counsel, and Business Intake and Training and Lateral Intake Supervisors with departmental operations including financial coordination, professional correspondence, meeting logistics, communication management, training event coordination, and other reasonable administrative department-related responsibilities to ensure seamless department functionality and support strategic initiatives.
• Responds to inquiries from firm personnel seeking copies of existing engagement letters by retrieving and distributing the requested documents or, if the letters cannot be located, providing alternative relevant engagement information and communication details.
• Maintains the billing attorneys Business Intake Specialist document management folders and files approved engagement letters in the appropriate locations.
• Under general oversight with developing independence, accurately captures and analyzes key data received from billing attorneys to open new matters or add parties to existing matters from start to finish in an accurate and efficient manner providing the billing attorney with an exceptional intake experience and ensuring the firm complies with matter set up obligations. This entails: effectively communicates the intake requirements of the firm to billing attorneys, utilizing consultative approach to obtain necessary information and ensure complete data capture, conducts sophisticated entity research and analysis utilizing the internet, and advanced research platforms (Lexis Diligence, Capital IQ, and various government websites) to determine the complete names of entities, correct relationships and affiliations of each party, and determining the corporate structure of entities involved to ensure accurate recording of information and to uncover relevant information helpful for conflict report generation and conflict clearances, drafting engagement letters to ensure the proper clauses are incorporated based on each unique matter and that the firm’s standard terms of engagement are in place with the client, complying with firm policies and procedures, and navigating the electronic business intake system.
• Under general oversight, collaborates with billing attorneys by generating reports that identify active intake requests that have become dormant and resolves them to completion.
• Under general oversight, updates and cleans up active intake requests in the electronic business intake system when billing attorneys leave the firm. May need to follow up with relevant parties to obtain additional information required to complete these updates.
• Develops expertise in departmental communications management, progressing toward independent handling of routine inquiries and correspondence.
• Builds proficiency in late shift operations, including email management and intake initiation to support the firm's comprehensive service delivery.
• Under general oversight, develops proficiency in lateral attorney hire client onboarding processes, supporting seamless integration of new attorneys and their client relationships, as needed.
• Under general oversight, develops skills in signed engagement letter review and approval process, including monitoring workflow systems and ensuring compliance with firm standards, as needed.
• Provides support and assistance on important team projects and initiatives, as requested.
• Collaborates with Ethics & Business Intake staff as assigned.
• Handles and safeguards sensitive and confidential information daily and maintains client and employee confidence by complying with appropriate policies and procedures.
• Assists with other duties and projects as assigned.

Benefits

• Holland & Hart works hard to promote work/life balance with a 37.5-hour scheduled work week for most staff employees, a robust wellness program, and generous PTO and holiday pay for eligible employees.
• Full-time employees become eligible for benefits on the date hire, with a benefits offering that includes medical, dental, vision, life, AD&D, EAP, STD, and LTD.
• Also available are voluntary income protection benefits such as supplemental life, accident, critical illness, and long-term care insurances, as well as a 401(k)-retirement plan with a company match.
• In addition, the firm has programs that may provide for educational assistance, free or discounted legal services, and opportunities through the Holland & Hart Foundation, which is a non-profit organization dedicated to creating volunteer opportunities for lawyers, staff, families, and friends of Holland & Hart LLP.
• Part-time employees may have access to some of these benefits, which may be on a pro-rated basis.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level