New Business Intake Specialist

Davis Graham & Stubbs LLP • Denver, CO

344d

About The Position

The New Business Intake Specialist is responsible for reviewing new client and matter documentation submitted through the firm's business intake system and ensuring compliance with the firm's policies and procedures regarding conflicts clearance and new business acceptance when attorneys seek to open, close, or modify clients and matters. The person in this role is responsible for assembling all of the information necessary for the firm's Business Acceptance Partners to decide whether or not to approve the proposed new business or changes to existing matters. The New Business Intake Specialist is also responsible for overseeing the accurate and timely opening, tracking, and maintenance of all client matters and maintaining the integrity of the firm's conflicts and client matter database and the firm's administrative document library. The New Business Intake Specialist provides training on the conflicts and new business intake function to firm personnel and acts as a back-up to the Conflicts Analyst when necessary.

Requirements

• Bachelor's degree with major coursework in a related field, or a combination of education and relevant experience as a conflicts analyst, paralegal, or legal assistant in a law firm.
• Minimum of three years of experience working in a law firm performing file opening or intake functions.
• Strong knowledge of ethical, legal, and risk management concepts and rules relating to conflicts of interest and new business intake.
• Experience with the use of Conflicts and New Business Intake software (Intapp Open or equivalent).
• Resourceful internet research skills utilizing various online sources and business databases.
• Strong proficiency in a Microsoft Windows based environment.

Nice To Haves

• Significant new business intake, conflicts analysis, or paralegal experience in a law firm.
• Experience working with Intapp Conflicts, Open, and/or Walls modules.
• Experience as a content manager and/or administrator of relational databases.
• Basic understanding of law firm billing and fee arrangements.
• Experience with the use of law firm financial management systems (e.g. Elite Enterprise 3E, Aderant).
• Experience with use of third-party risk mitigation software (e.g. Dun & Bradstreet, Factvia).

Responsibilities

• Timely review the firm's new business intake forms and related documents for accuracy, completeness, and compliance with the firm's guidelines and policies prior to approval by a Business Acceptance Partner.
• Communicate with the lawyers and staff involved in a new business request on any changes or additional information that may be necessary before the firm can accept the new business.
• Coordinate with library personnel to facilitate an investigation of prospective clients using established online databases.
• Escalate issues concerning exceptions to the firm's new matter intake policies to the firm's Conflicts Counsel and/or General Counsel prior to approval by a Business Acceptance Partner.
• Submit complete new business packages to the appropriate Business Acceptance Partners for required approvals.
• Follow established procedures and guidelines to open files accurately and efficiently once new business has been approved.
• Confirm that all ethical walls have been properly established in Aderant, Records, and the firm's document management system.
• Ensure that copies of fully-executed engagement agreements and waiver correspondence have been stored in the firm's administrative documents site.
• Contribute to an index of material provisions in each client outside counsel and/or billing guideline.
• Perform regular audits of parties in the conflicts database to ensure accuracy, completeness, and adherence to established procedures.
• Act as a back-up to the Conflicts Analyst when absences or workload issues arise.
• Provide ongoing guidance and training to attorneys and staff members on proper matter opening and management procedures.
• Assist with the development, documentation, and implementation of new conflicts and business intake policies and technologies.
• Serve as a liaison between the conflicts and new business team and other administrative departments.
• Adhere to legal and ethical standards when handling client information.
• Stay up to date with changes in regulations and ensure file management practices align with industry best practices.
• Other projects and duties, as assigned.

Benefits

• Competitive salary based on experience.
• Full-time, benefit-eligible position.
• Flexible working hours.
• Remote work environment.

What This Job Offers

• Job Type: Full-time
• Industry: Professional, Scientific, and Technical Services
• Education Level: Bachelor's degree
• Number of Employees: 251-500 employees