New Business Intake & Matter Management Coordinator

Kahana & Feld Llp•Carlsbad, CA

5h•Hybrid

About The Position

The New Business Intake & Matter Management Coordinator is responsible for managing the firm’s comprehensive new client and matter intake process, while supporting the ongoing administration of client matter management portals. This role ensures compliance with ethical obligations, firm policies, and client guidelines from initial referral and conflict review through matter opening, portal administration, and handoff to downstream administrative teams. The New Business Intake & Matter Management Coordinator serves as a liaison among attorneys, referral sources, clients, and administrative departments to facilitate accurate intake processing, conflicts coordination, matter setup, and maintenance of client-facing reporting systems. This position requires exceptional attention to detail, strong organizational and communication skills, and the ability to manage multiple priorities in a fast-paced law firm environment.

Requirements

Bachelor’s degree is required
3+ years of law firm intake, conflicts, matter management, or legal administrative experience preferred, within a mid-to-large law firm environment
Experience with Intapp, Aderant, client portals, and document management systems strongly preferred
Familiarity with outside counsel guidelines, legal terminology, and law firm operational procedures
Strong understanding of legal conflicts principles, ethical compliance requirements, and intake best practices
Proficiency in Microsoft Office Suite, with the ability to learn new software platforms quickly
Exceptional attention to detail, organizational skills, and ability to manage multiple priorities and deadlines in a fast-paced environment
Strong written and verbal communication skills with the ability to interact effectively with attorneys, clients, and administrative personnel
Ability to maintain confidentiality and exercise discretion when handling sensitive information
Ability to work both independently and collaboratively across departments and offices

Responsibilities

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