Client Intake Coordinator

JOB TITLE: Client Intake Coordinator

STATUS: Non-Exempt

LOCATION: Lexington

SUMMARY: Under general supervision and according to established policies and procedures of the General Counsel or their designee, the Client Intake Coordinator (CIC) will perform a variety of duties specific to conflict analysis support, client research, intake and related processes. Role will be responsible for organizing and preparing client matter information for opening and closing of files and for review by the Firm’s General Counsel. Candidates will have a strong desire for analyzing information and making informed decisions based on data research and a strong ability to create and manage processes in an effort to maximize the client intake experience. Ideal for someone who enjoys research and administrative organization.

Duties and Responsibilities - Conflicts Analyst:

• Manage client intake workflow, including engagement letter creation and distribution.
• Work with file opening specialists to ensure protocol is followed and follow-up on items needing additional information.
• Part Time Due Diligence assistance to support conflicts team when needed.
• Support client file opening and closing process. Team members will support the records team as need to ensure compliance with Firm’s record keeping process, including file opening and/or closing as clients are processed through the client intake process and the conflicts team.
• Provide administrative support when communicating with clients regarding retainers and closing files as needed.
• Screen potential new clients and new matters for existing clients for conflicts when needed.
• Manage new client engagement processes, administer the DocuSign process and the Firm’s central repository for engagement letter storage.
• Research client desirability when reviewing new potential client requests as needed.
• Assist General Counsel with compliance and auditing when requested.
• Manage litigation hold letters as directed by the Firm’s General Counsel.

Job Requirements/Skills:

• High level of organizational skills, attention to detail and ability to manage and prioritize a variety of matters while working with multiple attorneys.
• Technologically savvy with a high proficiency utilizing MS Word, Excel, Outlook, DocuSign, Intact and appropriate client management/intake technology.
• Proven analytical skills requiring high level thinking with the ability to make prudent business recommendations related to the client intake process.
• Possess the ability and willingness to learn new technology applications and processes.
• People oriented - enjoys interacting and communicating cooperatively with a wide range of colleagues from across the Firm.
• Achievement oriented - enjoys taking on challenges while being proactive.
• Capable - shows initiative and can be trusted to perform assigned tasks and duties in a deadline-driven environment.
• Team member who maintains the willingness and mentality to get the work completed when needed. Adaptable and flexible.

Knowledge, Skills & Abilities Required:

• Proven experience as a Client Intake Administrator within a professional services setting. Law Firm preferred.
• Exceptional written and oral communication skills.
• Excellent interpersonal skills, with focus on rapport-building and listening.

• Ability to collaborate with attorneys, paralegals and other legal assistants throughout the Firm to ensure best practices are applied across the organization.

Job Type: Full-time in-office. Normal work week is 40 hours. Work additional or irregular hours to perform essential duties as required.

PHYSICAL REQUIREMENTS:

• This position requires sitting for the majority of the workday. May lift up to 5 - 10 lbs.

IMMEDIATE SUPERVISOR:

• General Counsel and/or his/her designee.

Stoll Keenon Ogden PLLC is an Equal Opportunity Employer dedicated to workforce diversity and is committed to providing equal opportunity in all areas of employment. SKO offers a competitive salary and benefits package. Final candidates are required to pass a pre-employment criminal background check.

The statements contained in this job description are not necessarily all-inclusive; additional duties may be assigned, and requirements may vary from time to time.