Intake Services Operations Coordinator

BakerHostetler Career•Costa Mesa, CA

15h•$65,000 - $75,000

About The Position

The Operations Coordinator is essential for ensuring the smooth functioning of daily operations within Intake Services. This role involves assessing end-user needs, gathering necessary information, and collaborating with internal personnel across various departments. The ideal candidate is organized and will possess strong communication skills, and a customer-focused attitude. Key Responsibilities: Operational Support: Maintain the integrity of client/matter master files by thoroughly vetting change requests and escalating as appropriate. Monitor daily department requests to ensure compliance with firm standards and objectives. Identify areas for process improvement and collaborate with manager to implement solutions. Data Management: Enter and maintain accurate client/matter records in Elite and obtaining necessary documentation regarding changes. Operate the Intake Services inbox and phone line and disseminate requests accordingly. Process engagement letters via DocuSign once matter is approved and documenting letter status in Elite. Maintain signed letters in document retrieval system. Communication: Provide support for end users of the Firm’s New Business Intake (“NBI”) system. Ensure that matters are opened quickly and efficiently, assist end users with questions. Serve as first point of contact for end-users, providing information about the firm’s policies and procedures. Liaison between departments to facilitate information flow and collaboration. Provide telephone assistance and respond to inquiries regarding conflict checks, client/matter status and other processes owned by Intake Services. Administrative Duties: Develop and maintain expertise in Elite and any other software necessary to perform job functions. Participate in training and professional development opportunities to enhance skills.

Requirements

High school diploma or general education degree (GED) and three years of related experience.
Minimum of 3 years in a forward-facing role, preferably in a law firm environment.
Strong organizational and multitasking abilities.
Excellent verbal and written communication skills.
Proficient in Microsoft Office Suite
Ability to work independently and collaboratively in a fast-paced environment.

Nice To Haves

Experience with data management systems and client intake processes is a plus.
Familiarity with Elite, or other financial accounting software.
Proficiency in Elite 3E is preferred.

Responsibilities

Maintain the integrity of client/matter master files by thoroughly vetting change requests and escalating as appropriate.
Monitor daily department requests to ensure compliance with firm standards and objectives.
Identify areas for process improvement and collaborate with manager to implement solutions.
Enter and maintain accurate client/matter records in Elite and obtaining necessary documentation regarding changes.
Operate the Intake Services inbox and phone line and disseminate requests accordingly.
Process engagement letters via DocuSign once matter is approved and documenting letter status in Elite.
Maintain signed letters in document retrieval system.
Provide support for end users of the Firm’s New Business Intake (“NBI”) system.
Ensure that matters are opened quickly and efficiently, assist end users with questions.
Serve as first point of contact for end-users, providing information about the firm’s policies and procedures.
Liaison between departments to facilitate information flow and collaboration.
Provide telephone assistance and respond to inquiries regarding conflict checks, client/matter status and other processes owned by Intake Services.
Develop and maintain expertise in Elite and any other software necessary to perform job functions.
Participate in training and professional development opportunities to enhance skills.