Client Intake & Conflicts Coordinator

Clark Wilson • Vancouver, BC

2d • CA$55,000 - CA$65,000 • Onsite

About The Position

The Client Intake & Conflicts Coordinator is responsible for the accurate and timely onboarding of new clients and matters, ensuring compliance with firm policies and Law Society requirements. Working closely with lawyers and business services teams, this role conducts conflict searches, coordinates file openings, maintains client and matter data, and supports regulatory compliance throughout the intake process. This position requires strong analytical skills, exceptional attention to detail, sound judgment, and the ability to manage competing priorities in a fast-paced environment.

Requirements

• 2–3 years' experience in a law firm or professional services environment.
• Experience with legal file opening, conflicts, or new business intake is strongly preferred.
• Experience with legal practice management and conflicts software.
• Strong analytical, organizational, and database management skills.
• High level of accuracy and attention to detail.
• Proficiency with Microsoft Office.
• Sound understanding of confidentiality, professional ethics, and risk management.
• Excellent communication and client service skills.

Nice To Haves

• Post-secondary education in Legal Administration or a related discipline is an asset.
• Knowledge of Law Society requirements, client identification, and AML obligations is an asset.

Responsibilities

• Review and process new client and matter opening requests for completeness and accuracy.
• Open and maintain client and matter records within the firm's practice management system.
• Verify client information, assign file numbers and matter codes, and ensure required documentation is complete.
• Coordinate file openings in accordance with established service standards.
• Conduct conflict of interest searches and assess results for potential issues.
• Prepare conflict reports and escalate potential conflicts for legal review.
• Maintain documentation related to conflict clearances and ethical screens.
• Support compliance with firm risk management procedures.
• Ensure compliance with Law Society requirements, firm policies, and client onboarding procedures.
• Collect and review client identification (KYC) and due diligence documentation.
• Support anti-money laundering (AML) processes and maintain the confidentiality of sensitive information.
• Update, amend, close, archive, and reactivate client and matter records as required.
• Process client name changes, mergers, acquisitions, and related entity updates.
• Maintain the accuracy and integrity of client and matter data.
• Maintain client hierarchies, related entity relationships, and database integrity.
• Identify and resolve duplicate or inaccurate records.
• Produce reports and analyze intake, conflicts, and records management metrics to identify process improvements.
• Act as a primary contact for lawyers and legal assistants regarding file openings and conflict searches.
• Collaborate with Finance, Records, Risk Management, and other business services teams to resolve intake issues.
• Provide guidance on firm procedures and participate in process improvement and technology initiatives.

Benefits

• Medical, dental, vision, prescription drug coverage, paramedical services, mental health supports, life insurance, and emergency medical coverage while travelling.
• Access to mental health practitioners and wellness supports through our benefits plan and Health and Wellness Spending Account.
• Top-up benefits to 100% of salary for a portion of your leave for pregnancy and parental leave.
• Health and Wellness Spending Account: Flexible coverage you can use in the way that works best for you, from fitness classes and wellness supports to pet care expenses.
• Generous vacation, along with five personal days each year.
• Weekly socials, team-building events, Employee Appreciation Week, and opportunities to give back through firm-supported initiatives.
• Training, resources, and opportunities to support your continued development.
• Bonuses for successful employee referrals.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree