Intake Services Operations Coordinator

Overview

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.

• 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 Docu Sign 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.

• 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.

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

The expected annual salary for this position ranges from $65,. The salary offered will be determined by a wide range of factors including but not limited to experience level, education/training, and relevant skills.