New Business Intake Coordinator

Kahana & Feld LLP•Irvine, CA

19h•Hybrid

About The Position

The New Business Intake Coordinator is responsible for managing the firm’s comprehensive new client and matter intake process, ensuring compliance with ethical standards, firm policies, and client guidelines. This role oversees the process from initial referral or partner request through conflict resolution, matter opening in Aderant, client portal administration, and formal handoff to downstream administrative teams.

Requirements

High school diploma or equivalent (associate or bachelor’s degree preferred)
3+ years of law firm intake, conflicts, or legal administrative experience, preferably in a mid-to-large law firm environment
Experience with Intapp and Aderant strongly preferred
Familiarity with client portals and outside counsel guidelines
Strong understanding of legal conflicts principles and ethical compliance requirement
Exceptional attention to detail and organizational skills
Ability to manage multiple priorities in a fast-paced environment
Strong written and verbal communication skills
High level of professionalism and discretion in handling confidential information

Responsibilities

Serve as the primary point of contact for partners and attorneys regarding new client and matter intake requests
Coordinate directly with requesting partners to collect and clarify required intake details, including party names, affiliations, related entities, matter descriptions, billing terms, and responsible timekeepers
Collect and review all necessary information from attorneys and staff to initiate new client and matter intake forms
Receive and review incoming referrals; download and organize all case-related documentation and information
Analyze submitted data for completeness and accuracy prior to submitting for conflicts checking
Communicate with referral sources and internal stakeholders to confirm receipt of cases and resolve missing or unclear information
Maintain clear and consistent communication with stakeholders regarding intake status and outstanding requirements
Submit conflict check requests into Intapp in accordance with firm procedures
Track conflict requests through clearance and proactively follow up to ensure timely review
Work closely with partners, attorneys, and administrative teams to clarify or supplement information needed for accurate conflict analysis
Coordinate with the Conflicts Team to ensure thorough and timely conflicts checks are conducted
Communicate identified potential conflicts to requesting partners
Coordinate with the Conflicts Attorney for engagement agreements, conflict waivers, or ethical screens when required
Ensure all required waivers, engagement letters, and documentation are completed and properly recorded prior to matter opening
Accurately enter client and case data into the firm’s systems to ensure compliance with ethical obligations and firm policy
Maintain proper documentation of all intake activity and follow established procedures for recordkeeping and tracking
Collect and verify all required intake details once conflicts clearance is obtained
Open new clients and matters in Aderant in accordance with firm accounting and data governance standards
Generate client and matter file numbers and confirm proper coding, billing structures, and reporting designations
Ensure all required documentation is attached to the client/matter record prior to activation
Upload and manage legal documents, pleadings, and reports to client portals in accordance with client guidelines and outside counsel requirements
Monitor portals for client communications and route inquiries appropriately
Ensure timely entry of case updates, including hearing dates, deposition schedules, litigation milestones, and status reports
Perform quality control on portal data to ensure accuracy, completeness, and consistency with firm records
Execute formal handoff of cleared and opened matters to Finance and Case Administration
Provide complete documentation, billing terms, engagement details, and required coding to ensure accurate billing and reporting setup
Coordinate with Finance to address billing structures, rate approvals, and e-billing requirements as needed
Partner with administrative teams to ensure smooth matter onboarding and transition into active workflow
Assist with special projects related to intake process improvement, system enhancements, or compliance initiatives
Perform other duties as assigned