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 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 E is preferred.
• Ability to work independently and collaboratively in a fast-paced environment.

Working Conditions :

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

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