Intake Services Operations Coordinator

The Operations Coordinator is essential for ensuring the smooth functioning of daily operations within Intake Services. This role involves assessing end-user needs, gathering necessary information, and collaborating with internal personnel across various departments.  The ideal candidate is organized and will possess strong communication skills, and a customer-focused attitude. 

Key Responsibilities:

• Operational Support:
• Maintain the integrity of client/matter master files by thoroughly vetting change requests and escalating as appropriate.
• Monitor daily department requests to ensure compliance with firm standards and objectives.
• Identify areas for process improvement and collaborate with manager to implement solutions.
• Data Management:
• Enter and maintain accurate client/matter records in Elite and obtaining necessary documentation regarding changes.
• Operate the Intake Services inbox and phone line and disseminate requests accordingly.
• Process engagement letters via DocuSign once matter is approved and documenting letter status in Elite.  Maintain signed letters in document retrieval system.
• Communication:
• Provide support for end users of the Firm’s New Business Intake (“NBI”) system.  Ensure that matters are opened quickly and efficiently, assist end users with questions.
• Serve as first point of contact for end-users, providing information about the firm’s policies and procedures.
• Liaison between departments to facilitate information flow and collaboration.
• Provide telephone assistance and respond to inquiries regarding conflict checks, client/matter status and other processes owned by Intake Services.
• Administrative Duties:
• Develop and maintain expertise in Elite and any other software necessary to perform job functions.
• Participate in training and professional development opportunities to enhance skills.

Qualifications:

• Education:

• • High school diploma or general education degree (GED) and three years of related experience.

• Experience:
• Minimum of 3 years in a forward-facing role, preferably in a law firm environment.
• Experience with data management systems and client intake processes is a plus.
• Familiarity with Elite, or other financial accounting software. 
• Skills:
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite
• Proficiency in Elite 3E is preferred.
• Ability to work independently and collaboratively in a fast-paced environment.

Working Conditions:

• This position may require occasional overtime or flexibility in hours to meet operational needs.