Matter Intake Coordinator

Troutman Pepper Hamilton Sanders•Charlotte, NC

32d•Hybrid

About The Position

The Matter Intake Coordinator is part of the Litigation Support team and serves as a firm source to run conflict checks and submit new matter requests. The Matter Intake Coordinator plays a critical role in opening a high volume of new client matters, communicating status with attorneys from initiation to completion of matter openings and conflicts checks, maintaining confidentiality of the practice group’s information and data related to clients, ensuring compliance with firm policies and procedures, and providing administrative support for the team.

Requirements

Ability to maintain the confidentiality of firm data.
Exceptional research and organizational skills.
High level of accuracy and attention to detail.
Strong interpersonal skills, with the ability to provide high-quality service and partner effectively with diverse groups of people at various levels within the firm.
Ability to communicate effectively, both verbal and written.
Ability to take initiative, set priorities, and see projects through to completion.
Ability to adapt to change and balance competing demands while meeting deadlines.
Demonstrated ability to recognize and react to situations with a sense of urgency and ownership while maintaining strong focus on customer service.
Strong proficiency with Microsoft Office, particularly Excel and information management.
Bachelor’s degree or any combination of experience, education, or training that demonstrates the ability to perform the essential duties of the position.
Minimum of two (2) years of experience in a legal or professional services firm.

Nice To Haves

Experience working with finance practices preferred.

Responsibilities

Handle high volumes of matter openings, particularly during lateral partner onboarding and large-scale client engagements.
Execute and track completion of processes related to matter intake and conflicts checks, including status tracking, attorney communication, and direct partnership with the Intake & Conflicts Services team.
Submit new matter requests via Intapp and respond to inquiries from the Intake & Conflicts Services teams to ensure matters are opened in a timely manner.
Ensure compliance with all relevant firm policies and procedures, including entering and validating matter and client permissions and restrictions.
Recommend enhancements to processes and system configurations to improve data collection and user experience.
Provide administrative support to Legal Support Administration for various tasks, such as running routine reports, and managing expense reports.