New Business Intake Analyst

About Ropes & Gray

Ropes & Gray is a preeminent global law firm. The firm has been ranked in the top three on The American Lawyer's prestigious A-List for eight consecutive years and #1 on Law.com's UK A-List twice in the past three years-rankings that honor the "best of the best" law firms.

The firm has approximately 2,500 lawyers and professionals serving clients in major centers of business, finance, technology, and government in Boston, Chicago, Dublin, Hong Kong, London, Los Angeles, Milan, New York, Paris, San Francisco, Seoul, Shanghai, Silicon Valley, Singapore, Tokyo and Washington, D.C.

The firm has consistently been recognized for its leading practices in many areas, including asset management, private equity, M&A, finance, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring.

Ropes & Gray is an equal opportunity employer.

Overview

The Conflicts Systems & Data Analyst plays a key role in the firm's risk management function by ensuring the highest standards of data integrity across all relevant processes and systems. This position reports to the Conflicts Systems and Data Supervisor and collaborates closely with Conflicts Counsel, other members of the CICC, Partners, Associates, and various administrative departments across the firm. This position is responsible for maintaining accurate client, matter, conflicts, and ethical wall data and ensuring full compliance with firm and departmental policies and procedures.


Responsibilities

Data Integrity and System Updates

• Database Management & Reporting: Ensure the accuracy of data derived from new business intake forms in multiple databases to support regular reporting and firm-wide access to accurate client matter information.
• Data Integrity & Quality Control: Assist with maintaining firm databases by performing updates, corrections, and changes to client, matter, and attorney information-including updating departed attorneys, closing clients and matters, processing name and address changes, handling outside position requests, and revising the New Business Report.
• Process Consistency & Improvement: Provide ongoing quality control and periodic audits to ensure the consistency and accuracy of data in firm systems.
• Perform other administrative duties and special projects, as assigned.

New Business Intake

• Support the firm's new business intake process by thoroughly reviewing and analyzing new client and matter requests for compliance with firm and departmental policies.
• Ensure all information submitted via the intake system is complete and accurate, respond to inquiries, and provide updates on requests.
• Maintain quality control over the intake, opening, and maintenance of client and matter records.
• Request, obtain, and properly record all necessary documentation, including executed waivers and engagement terms, as well as various substantive provisions of those terms.
• Periodically follow up on any outstanding engagement terms and ensure any exceptions are properly approved.
• Develop a working knowledge of special circumstances for certain clients and manage related data as needed.
• Track and report on various data points related to new business intake, including declined matters, clients without full advance waivers, and outstanding engagement terms.
• Participate, as appropriate and in coordination with the firm's Conflicts Product Manager and the Senior Manager of the Conflicts Department, in the development and implementation of technology initiatives related to outside counsel guidelines.

Ethical Wall Administration

• Build, maintain, and monitor ethical walls in accordance with client requirements, firm policies, and applicable ethical rules.
• Partner with attorneys, practice groups, and administrative departments to ensure that ethical wall requirements are accurately implemented and consistently enforced.
• Uphold the firm's expectations for accuracy, integrity, and stewardship in all aspects of ethical wall creation and data review.
• Act as a resource to attorneys and staff, providing clear guidance on confidentiality protocols and ethical wall processes.
• Maintain meticulous documentation to support audit readiness and compliance transparency.

Qualifications

ESSENTIAL CAPABILITIES:

• Must demonstrate the ability to maintain strict confidentiality regarding the firm's internal and personnel affairs.
• Must willingly accept and proactively perform delegated assignments in a cooperative manner, subject to manager supervision.
• Able to interact effectively with colleagues at the firm, including attorneys and support staff.
• Able to be a proactive self-starter who understands the details within a much larger context.
• Must be flexible in order to respond quickly and positively to shifting demands and opportunities; able to work under tight deadlines and handle multiple, detailed tasks.
• Must have strong data management skills.
• Must be team-oriented and able to share information, goals, opportunities, successes, and failures with the appropriate parties.
• Must pay attention to detail and have the ability to follow up and follow through.
• Engage and collaborate with team members through the presentation of ideas and recommendations regarding best practices, continuous improvement, departmental processes, policies, and procedures.
• Provide support and assistance on important team projects and initiatives, when required.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

• Bachelor's degree required.
• Experience in conflicts of interest, new business intake, or related risk management processes in a law firm environment preferred.
• Experience with the following software programs preferred: Intapp Intake and Compliance, iManage Security Policy Manager, Elite 3E, Microsoft Excel, and Microsoft Word.
• Must possess strong PC and data entry skills, analytical and problem-solving skills, verbal and written communication skills, and a service orientation.

Compensation and Total Rewards Package

Ropes & Gray is proud to offer a comprehensive Total Rewards package to our business support team members. The firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities and a collegial and supportive culture. The anticipated pay range for this role is listed below and represents our good faith and reasonable estimate of the starting salary range at the time of posting. In addition, this role is eligible for a discretionary bonus based on performance. The actual offered rate for this position will be determined based on job-related, non-discriminatory factors, including qualifications and experience, geographic location, education, external market data and consideration of internal equity.

Boston: $69,500 - $100,800

Working Conditions

This position requires hybrid on-site presence as an essential function of the role. Consistent and predictable on-site presence is required for ongoing business continuity, professional development and effective collaboration with colleagues and management.

Conflicts analyst

paralegal

compliance

billing

engagement letter

adeorant