New Business Intake & Matter Management Coordinator

Job Description

Job Description

Description:

The New Business Intake & Matter Management Coordinator is responsible for managing the firm’s comprehensive new client and matter intake process, while supporting the ongoing administration of client matter management portals. This role ensures compliance with ethical obligations, firm policies, and client guidelines from initial referral and conflict review through matter opening, portal administration, and handoff to downstream administrative teams.

The New Business Intake & Matter Management Coordinator serves as a liaison among attorneys, referral sources, clients, and administrative departments to facilitate accurate intake processing, conflicts coordination, matter setup, and maintenance of client-facing reporting systems. This position requires exceptional attention to detail, strong organizational and communication skills, and the ability to manage multiple priorities in a fast-paced law firm environment.

Duties and Responsibilities

New Business Intake & Partner Coordination

• Serve as the primary point of contact for partners and attorneys regarding new client and matter intake requests
• Coordinate directly with requesting attorneys and staff to collect and clarify required intake details, including party names, affiliations, related entities, matter descriptions, billing terms, and responsible timekeepers
• Collect and review all necessary information to initiate client and matter intake forms
• Receive and review incoming referrals; download, organize, and maintain all related case documentation and information
• Analyze submitted data for completeness and accuracy prior to submitting for conflicts review
• Communicate with referral sources and internal stakeholders to confirm receipt of cases and resolve missing, incomplete, or unclear information
• Maintain clear and consistent communication regarding intake status, outstanding requirements, and matter progression

Conflicts Processing & Ethical Compliance

• Submit conflict check requests through the firm’s conflicts management system in accordance with firm procedures
• Track conflict requests through clearance and proactively follow up to ensure timely review and resolution
• Coordinate with the Conflicts Team and attorneys to clarify or supplement information necessary for accurate conflict analysis
• Assist with the preparation and coordination of engagement agreements, conflict waivers, and ethical screens when required
• Ensure all required waivers, engagement letters, and related documentation are completed and properly recorded prior to matter opening
• Accurately enter client and matter data into the firm’s systems to ensure compliance with ethical obligations, firm policy, and data governance standards
• Maintain complete and accurate documentation of intake activity in accordance with established procedures and recordkeeping requirements

Client & Matter Setup

• Collect and verify all required intake details following conflicts clearance
• Open new clients and matters in accordance with firm accounting, billing, and data governance standards
• Generate client and matter file numbers and confirm appropriate coding, billing structures, and reporting designations
• Ensure all required documentation is attached to the client and matter records prior to activation

Client Portal & Matter Management Administration

• Upload and manage legal documents, pleadings, reports, and related materials within secure client portals in accordance with client guidelines and outside counsel requirements
• Monitor portals for client communications, requests, and updates, and route inquiries to the appropriate attorneys or staff
• Ensure timely entry of case updates, including hearing dates, deposition schedules, litigation milestones, status reports, and related information
• Perform quality control reviews of portal data to ensure accuracy, completeness, consistency, and compliance with firm records and client requirements

Handoff & Cross-Department Coordination

• Coordinate the formal handoff of cleared and opened matters to Finance, Case Administration, and other downstream administrative teams
• Provide complete documentation, engagement details, billing terms, and required coding information to support accurate billing and reporting set-up
• Coordinate with Finance regarding billing structures, rate approvals, and e-billing requirements as needed
• Partner with attorneys and administrative teams to ensure smooth onboarding and transition of matters into active workflow
• Assist with special projects related to intake operations, process improvement, system enhancements, compliance initiatives, and departmental support
• Perform other duties as assigned

Qualifications & Skills

• Bachelor’s degree is required
• 3+ years of law firm intake, conflicts, matter management, or legal administrative experience preferred, within a mid-to-large law firm environment
• Experience with Intapp, Aderant, client portals, and document management systems strongly preferred
• Familiarity with outside counsel guidelines, legal terminology, and law firm operational procedures
• Strong understanding of legal conflicts principles, ethical compliance requirements, and intake best practices
• Proficiency in Microsoft Office Suite, with the ability to learn new software platforms quickly
• Exceptional attention to detail, organizational skills, and ability to manage multiple priorities and deadlines in a fast-paced environment
• Strong written and verbal communication skills with the ability to interact effectively with attorneys, clients, and administrative personnel
• Ability to maintain confidentiality and exercise discretion when handling sensitive information
• Ability to work both independently and collaboratively across departments and offices

This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Equal Opportunity Employer

Kahana Feld provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Job Type

Full-Time, Non-Exempt

Supervisory Responsibilities

None

Salary Range

$33/hour - $37/hour

Work Location

Hybrid

Physical Requirements

Primarily sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading. Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. Must have the ability to walk short distances, and/or drive a vehicle to deliver and pick up materials. Work can be performed with or without accommodations.

Travel

5 – 10% domestic travel by ground and or air, dependent on firm needs