New Business Intake Analyst

The New Business Intake Analyst supports the full lifecycle of the Firm’s new business intake process, including conflicts checks, client and matter opening, billing setup, amendments, and data-quality review. Working closely with the New Business Intake Supervisor, attorneys, Records, Billing/Accounting, and other Firm personnel, the Analyst reviews intake submissions, researches supporting information, resolves routine issues, and follows up on incomplete requests to ensure client and matter information is entered accurately and consistently across Firm systems. Because intake information supports conflicts, billing, compliance, reporting, records management, and other downstream functions, the successful candidate must apply sound judgment, recognize discrepancies, ask thoughtful questions, and elevate sensitive or uncertain issues rather than make assumptions. This position also participates in process improvement, intake-system modernization, testing, documentation, training support, and responsible adoption of approved AI-enabled workflows. Essential Duties and Responsibilities: Process conflict-check requests for prospective clients, new matters, additional parties, and supplemental searches. Review party names, relationships, and affiliations for completeness and accuracy, including clients, carriers, insureds, claimants, adverse parties, co-defendants, affiliated entities, and other related parties. Identify incomplete names, name variations, duplicate entities, unclear relationships, or missing affiliations; research using approved Firm resources and obtain clarification before processing. Review conflict-search status and results for processing issues and refer substantive conflicts questions or potential concerns to the appropriate conflicts, risk-management, or attorney reviewer. Review and process new-client and new-matter requests, confirming required conflict clearance, approvals, party information, matter descriptions, responsible attorneys, office and practice information, contacts, claim or case information, and billing details. Review engagement letters, fee agreements, client approval emails, billing guidelines, and other acceptable documentation; confirm required materials are attached or recorded before opening a client or matter. Review prior or model matters when appropriate and confirm that carried-forward rates, billing instructions, contacts, deductibles, and other setup information remain current and applicable. Review matter names and descriptions for accuracy and consistency because this information becomes the matter title in Aderant, iManage, and other Firm systems. Review and enter billing information, including rate levels, approved exception rates, billing frequency and instructions, e‑billing requirements, billing contacts, bill groups, claim numbers, matter contacts, task/activity codes, and related fields. Identify discrepancies among intake forms, engagement or fee documentation, model matters, billing guidelines, and existing system information; obtain clarification or elevate rather than assume a rate, code, or billing requirement. Coordinate with attorneys, Billing/Accounting, Records, and other stakeholders to obtain missing information and ensure approved arrangements are accurately reflected in Firm systems. Process authorized billing amendments and client/matter updates, including changes to billing attorneys, adjusters, contacts, billing instructions, bill groups, e‑billing status, claim information, and related fields. Review and process deductible and self‑insured‑retention information, including amount, bill payor, insured contact, invoice routing, distribution method, billing narrative, and related billing fields. Perform quality‑control review of intake submissions and completed setups for completeness, accuracy, consistency, and compliance with Firm procedures. Monitor assigned requests and follow up on outstanding information, approvals, corrections, or documentation; provide responsive assistance and status information to attorneys and business professionals. Troubleshoot routine workflow, data, and system issues; document recurring problems, apply approved workarounds, and elevate unresolved technical or procedural issues. Assist with process documentation, reference materials, training resources, reporting requests, authorized data corrections, and other team projects. Participate in testing and validation of intake‑system enhancements; provide operational feedback on forms, workflows, notifications, data fields, and related features. Actively use and help advance the Firm’s approved AI‑enabled tools to streamline intake, improve data quality, and reduce repetitive manual work; identify automation opportunities, contribute to testing and adoption, and share practical feedback and best practices with the team. Independently verify all AI outputs and follow Firm confidentiality, security, ethics, and human‑review requirements. Perform other duties as assigned. Required Skills: Strong knowledge of or demonstrated ability to learn legal‑business applications and structured intake workflows. Required competencies include: Exceptional accuracy, attention to detail, organization, ownership, accountability, and follow‑through. Ability to prioritize multiple requests and shifting deadlines without sacrificing accuracy. Sound judgment and ability to recognize incomplete, inconsistent, sensitive, or unclear information and determine when elevation is required. Strong research, analytical, critical‑thinking, and problem‑solving skills, including the ability to compare information from multiple sources. Clear, professional written and verbal communication and a service‑oriented approach when working with attorneys and business professionals. Ability to maintain confidentiality, work independently, learn detailed client‑and matter‑specific requirements, and adapt as procedures or systems change. Proficiency with Microsoft 365 applications, particularly Outlook, Word, and Excel. Education, Training, and Experience: Bachelor’s degree or an equivalent combination of education and relevant experience. Prior experience in new business intake, conflicts, client or matter onboarding, legal billing, matter maintenance, records management, or a related law‑firm function is preferred. Candidates with meaningful law‑firm or legal‑services experience and demonstrated judgment, accuracy, technology aptitude, and ability to learn complex workflows may also be considered. Experience with insurance‑defense intake, billing guidelines, deductibles, self‑insured retentions, or e‑billing is helpful but not required. Experience with Aderant, Intapp or another intake/conflicts workflow platform, iManage, e‑billing systems, or comparable legal‑industry applications is preferred but not required for an otherwise strong candidate with relevant experience and demonstrated technology aptitude. Working Conditions and Physical Requirements: Works in a typical office setting and adheres to applicable work‑from‑home policies. Overtime hours may be required as needed.Ability to lif #J-18808-Ljbffr Thompson, Coe, Cousins & Irons L.L.P.