Business Intake Specialist

Business Intake Specialist

Just a few of the reasons you might love working for Holland & Hart LLP!

• Challenging and engaging work in a niche area
• Positive team atmosphere
• 37.5 hour week Monday – Friday
• No night and weekend hours
• Hybrid schedule
• Work-life balance
• Opportunity for advancement
• Robust and competitive benefit package
• Generous PTO and paid holidays

Keep reading to learn even more about this position and our team!

General Purpose:

The Business Intake Specialist provides crucial operational and analytical support to billing attorneys and the Business Intake team in the Office of General Counsel by executing sophisticated intake processes and departmental operations. Under general oversight, this role provides the firm's billing attorneys with a reliable, efficient, and seamless new business intake experience by effectively procuring, researching, analyzing, and capturing the required key information received from the billing attorney while expertly navigating the requirements of the intake process to ensure clients are onboarded and matters are opened and maintained accurately and efficiently while complying with firm best practices, policies, and procedures. This role receives comprehensive training in legal intake/operations and compliance, with structured development opportunities that build expertise in entity research, conflict identification, and legal operations management. As a critical component of the firm's risk management infrastructure, the Business Intake Specialist ensures accurate data capture and procedure compliance that directly impacts matter opening efficiency, client satisfaction, revenue protection, compliance with the Rules of Professional Conduct and applicable federal law related to "know your client" obligations, and mitigation of malpractice exposure and disqualification risks.

Essential Duties/Responsibilities:

1. Responsible for assisting the Business Intake Manager, Ethics & Conflicts Managers, Managing EBI Counsel and Director of Ethics, Ethics & Conflicts Counsel, and Business Intake and Training and Lateral Intake Supervisors with departmental operations including financial coordination, professional correspondence, meeting logistics, communication management, training event coordination, and other reasonable administrative department-related responsibilities to ensure seamless department functionality and support strategic initiatives.
2. Responds to inquiries from firm personnel seeking copies of existing engagement letters by retrieving and distributing the requested documents or, if the letters cannot be located, providing alternative relevant engagement information and communication details.
3. Maintains the billing attorneys Business Intake Specialist document management folders and files approved engagement letters in the appropriate locations.
4. Under general oversight with developing independence, accurately captures and analyzes key data received from billing attorneys to open new matters or add parties to existing matters from start to finish in an accurate and efficient manner providing the billing attorney with an exceptional intake experience and ensuring the firm complies with matter set up obligations. This entails:

• effectively communicates the intake requirements of the firm to billing attorneys, utilizing consultative approach to obtain necessary information and ensure complete data capture,
• conducts sophisticated entity research and analysis utilizing the internet, and advanced research platforms (Lexis Diligence, Capital IQ, and various government websites) to determine the complete names of entities, correct relationships and affiliations of each party, and determining the corporate structure of entities involved to ensure accurate recording of information and to uncover relevant information helpful for conflict report generation and conflict clearances,
• drafting engagement letters to ensure the proper clauses are incorporated based on each unique matter and that the firm's standard terms of engagement are in place with the client,
• complying with firm policies and procedures, and
• navigating the electronic business intake system.

• Under general oversight, collaborates with billing attorneys by generating reports that identify active intake requests that have become dormant and resolves them to completion.
• Under general oversight, updates and cleans up active intake requests in the electronic business intake system when billing attorneys leave the firm. May need to follow up with relevant parties to obtain additional information required to complete these updates.
• Develops expertise in departmental communications management, progressing toward independent handling of routine inquiries and correspondence.
• Builds proficiency in late shift operations, including email management and intake initiation to support the firm's comprehensive service delivery.
• Under general oversight, develops proficiency in lateral attorney hire client onboarding processes, supporting seamless integration of new attorneys and their client relationships, as needed.
• Under general oversight, develops skills in signed engagement letter review and approval process, including monitoring workflow systems and ensuring compliance with firm standards, as needed.
• Provides support and assistance on important team projects and initiatives, as requested.
• Collaborates with Ethics & Business Intake staff as assigned.
• Handles and safeguards sensitive and confidential information daily and maintains client and employee confidence by complying with appropriate policies and procedures.
• Perform additional duties and tasks assigned, demonstrating flexibility and a commitment to supporting the firm's overall objectives.

Competencies:

• Communication – Understands the importance of and demonstrates verbal, written, and non-verbal communications.
• Customer/Client Experience – Creates a consistent and exceptional experience for others, whether directly to external clients/customers or indirectly through internal support, that elevates the overall perception of the firm.
• Job Knowledge and Technical Skill – Demonstrates an understanding of objectives, duties, responsibilities, and expectations of the job with exceptional quality work.
• Team Player – Works within team and cross-functionally to meet required results.

Job Qualifications (Education, Experience and Certification):

1. Bachelor's degree or equivalent experience required.
2. Four (4) + years prior experience as a legal assistant or a similar role at a large or medium firm preferred.
3. High level of proficiency using personal computers, database software, Adobe, Windows applications, and online research tools. Data integrity focus with demonstrated attention to accuracy in complex information management. Experience with Aderant Expert, Intapp products, Lexis Diligence, and Capital IQ a plus.
4. Good spelling, writing, editing, formatting, and proofreading skills. Above average typing required, and ten-key skills preferred.
5. Requires initiative, an inquisitive nature, positivity, and the adoption of solution-based approach in all aspects of work.
6. Strong attention to detail, critical thinking, and analytical skills. Demonstrates commitment to accuracy, efficiency, and continuous improvement in intake procedures while maintaining high standards for data integrity and compliance.
7. Requires good time management, organizational and planning skills to prioritize and handle detailed and repetitive work, and to assess, recommend and implement improved work procedures. Process improvement mindset with interest in legal operations and compliance procedures.
8. Ability to work under pressure and maintain composure with minimal supervision.
9. Requires good interpersonal/communication skills with a positive customer service-oriented attitude, high level of professional integrity, and ability to maintain confidentiality and build trust to work effectively with personnel at all levels within the firm.
10. Willingness to work flexible hours when necessary to meet departmental deadlines.

Physical Requirements:

While performing the duties of this position, the employee must have the ability to sit, stand and/or walk for extended periods of time; manipulate (lift, carry, move) weights of at least ten (10) pounds; have repetitive wrist/hand/finger movement to work on a computer and/or related office equipment; speak clearly and concisely so listeners can understand; and regularly understand the speech of another person.

The physical demands described here are representative of those that must be met by this position to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

Professional office atmosphere. Sedentary work that primarily involves sitting or standing for prolonged periods. Position may require occasional off-hour meetings and events. Travel may also be required to firm office locations.

The work environment characteristics described here are representative of those this position may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Note:

This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by job holders within this job. However, this job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.

Schedule:

At this time, this position allows for a hybrid schedule. During the first ninety days, employees will be required to be in-office three days per week and remote two days per week. After the initial ninety-day period, the schedule transitions to