Intake & Records Specialist

Intake & Records Specialist

We are looking for an Intake & Records Specialist to support client intake, conflict review, and records administration for a services environment in Shrewsbury, Massachusetts. This role combines careful research, accurate data management, and responsive internal service to help ensure matters are opened and maintained in compliance with ethical, privacy, and information governance standards. The ideal candidate brings strong attention to detail, sound judgment, and the ability to manage competing priorities while working closely with attorneys and administrative teams.

Responsibilities:

• Review new engagements, matters, attorney arrivals, and candidate submissions by conducting conflict searches through firm databases and external research sources.
• Create, update, and maintain client and matter information within the conflicts and records systems with a high degree of accuracy.
• Investigate corporate structures, affiliated entities, and ownership relationships to support thorough conflict analysis and informed recommendations.
• Partner with attorneys and internal stakeholders to collect missing details, clarify potential issues, and assist in resolving conflict-related questions.
• Document conflict decisions, approvals, waivers, and clearance outcomes in accordance with established policy and compliance requirements.
• Help coordinate ethical screens and support file intake or release activities connected to attorney transitions when required.
• Fulfill internal requests for file retrieval, duplication, transfer, and related records support in a timely and organized manner.
• Assist with records retention, archiving, and secure destruction processes while maintaining complete documentation of disposition activity.
• Support document handling activities such as scanning, organizing, filing, and maintaining both electronic and physical records under firm standards.
• Travel to other office locations as needed and provide general administrative support while handling confidential information with professionalism.