Intake and Conflicts Services Coordinator

Troutman Pepper•Philadelphia, PA

1d•Hybrid

About The Position

The Intake & Conflicts Services Coordinator will manage all emails received in the Intake & Conflicts Services and Intapp Help inboxes, including answering questions as appropriate, assisting with correcting Intapp requests, and forwarding emails to the appropriate ICS team members for follow-up and response. This role involves processing client matter maintenance requests, closing matters/client numbers, and managing engagement letters and outside counsel guidelines. The coordinator will also assist with lateral hiring processes, including uploading candidate information, creating conflict check charts, and scheduling orientation and ethical screen meetings. Additionally, the role requires working with departments to ensure new matters progress efficiently, updating clients on custom IP matter numbering, and periodically training employees on Intapp and related processes. The position also includes submitting expense receipts for Philadelphia Intake Attorneys.

Requirements

Demonstrated ability to create an organized and easy-to-follow system and/or process for others.
Ability to handle multiple tasks and duties simultaneously.
Independently motivated, with the ability to take on tasks and duties without immediate direction.
Highly organized, with the ability to handle many diverse projects simultaneously and meet tight deadlines.
Effective problem-solving abilities.
Excellent communication skills, both written and verbal.
Strong knowledge of productivity tools, such as Microsoft Office Suite.
Bachelor’s degree in relevant field; any combination of training, education, and experience that demonstrates the ability to perform the position's duties may be considered.
Minimum of two (2) years of experience in administrative or customer support or similar role.

Nice To Haves

Familiarity with Intapp and Aderant a plus.

Responsibilities

Manage all emails received in the Intake & Conflicts Services and Intapp Help inboxes.
Answer questions as appropriate and assist with correcting Intapp requests.
Forward emails to the appropriate ICS team members for follow-up and response.
Process Client Matter Maintenance requests in Intapp.
Close matters and/or client numbers in Aderant at the request of Intake Attorneys.
Pull new client engagement letters from Intapp requests and upload to the Client Terms Portal.
Upload outside counsel guidelines and associated documents to the Client Terms Portal.
Assist the ICS New Hire Team by uploading candidates’ lateral hiring questionnaires and resumes to the Lateral Tracker in SharePoint.
Create conflict check results charts for lateral partners and counsel.
Schedule orientation meetings for all lateral partners and counsel with appropriate members of ICS.
Facilitate scheduling of conference calls for lateral candidates requiring ethical screens with appropriate members of ICS.
Work with relevant departments to ensure new matters progress efficiently for inclusion and loading into Firm systems.
Work with other Firm departments to update clients on actions and timing when there is a need for custom IP matter numbering.
Periodically provide training to Firm employees on Intapp and to process for submitting requests.
Submit receipts in Chrome River for Philadelphia Intake Attorneys to support expense processing.