Business Intake Specialist

About the role

The Business Intake Specialist provides crucial operational and analytical support to billing attorneys and the Business Intake team in the Office of General Counsel. This role ensures a reliable, efficient, and seamless new business intake experience by procuring, researching, analyzing, and capturing key information from billing attorneys while navigating intake requirements to onboard clients and open matters accurately and efficiently. The position is a critical component of the firm’s risk management infrastructure, ensuring compliance with firm policies, the Rules of Professional Conduct, and federal "know your client" obligations while mitigating malpractice and disqualification risks.

Responsibilities

• Assist the Business Intake Manager, Ethics & Conflicts Managers, and other leadership with departmental operations, including financial coordination, professional correspondence, meeting logistics, communication management, training event coordination, and administrative tasks.
• Respond to inquiries from firm personnel for copies of existing engagement letters by retrieving and distributing documents or providing alternative engagement information if letters cannot be located.
• Maintain document management folders for billing attorneys and file approved engagement letters in appropriate locations.
• Accurately capture and analyze key data from billing attorneys to open new matters or add parties to existing matters, ensuring compliance with firm obligations and providing an exceptional intake experience. This includes:
  • Communicating intake requirements to billing attorneys using a consultative approach to ensure complete data capture.
  • Conducting sophisticated entity research and analysis using advanced research platforms (Lexis Diligence, Capital IQ, and government websites) to determine entity names, relationships, affiliations, and corporate structures for accurate conflict reporting.
  • Drafting engagement letters to incorporate proper clauses and standard terms of engagement.
  • Complying with firm policies and procedures while navigating the electronic business intake system.
• Generate reports to identify and resolve dormant intake requests in collaboration with billing attorneys.
• Update and clean up active intake requests in the electronic business intake system when billing attorneys leave the firm, following up with relevant parties as needed.
• Develop expertise in departmental communications management, progressing toward independent handling of routine inquiries and correspondence.
• Build proficiency in late-shift operations, including email management and intake initiation to support comprehensive service delivery.
• Develop skills in lateral attorney hire client onboarding processes to support seamless integration of new attorneys and their client relationships.
• Review and approve signed engagement letters, monitoring workflow systems to ensure compliance with firm standards.
• Provide support on important team projects and initiatives as requested.
• Collaborate with Ethics & Business Intake staff as assigned.
• Handle and safeguard sensitive and confidential information daily, maintaining compliance with firm policies.
• Perform additional duties and tasks as assigned, demonstrating flexibility and commitment to the firm’s objectives.

Qualifications

• Bachelor’s degree or equivalent experience required.
• Four (4) or more years of prior experience as a legal assistant or similar role at a large or medium firm preferred.
• High 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 is a plus.
• Strong spelling, writing, editing, formatting, and proofreading skills; above-average typing speed and ten-key skills preferred.
• Initiative, inquisitive nature, positivity, and a solution-based approach to work.
• Strong attention to detail, critical thinking, and analytical skills with a commitment to accuracy, efficiency, and continuous improvement in intake procedures.
• Good time management, organizational, and planning skills to prioritize detailed and repetitive work, assess and recommend improved procedures, and maintain a process improvement mindset.
• Ability to work under pressure with minimal supervision.
• Strong interpersonal and communication skills with a customer service-oriented attitude, professional integrity, and the ability to maintain confidentiality and build trust across all levels of the firm.
• Willingness to work flexible hours to meet departmental deadlines.

Competencies

• Communication: Demonstrates effective verbal, written, and non-verbal communication skills.
• Customer/Client Experience: Creates a consistent and exceptional experience for clients and internal stakeholders, elevating the firm’s perception.
• Job Knowledge and Technical Skill: Demonstrates understanding of job objectives, duties, and responsibilities with high-quality work output.
• Team Player: Works effectively within teams and cross-functionally to achieve required results.

Schedule

This position offers a hybrid schedule:

• First 90 days: Three days in-office and two days remote per week.
• After 90 days: Two days in-office and three days remote per week.
• After one year: Eligible for predominantly remote work.
• Additional in-office days may be required based on business needs. The hybrid structure may change at any time.

Pay

The salary range for Colorado and Nevada is $24.21 to $40.36 per hour. A discretionary bonus may be available based on performance.

Benefits

• 37.5-hour scheduled work week for most staff employees.
• Robust wellness program and generous PTO and holiday pay for eligible employees.
• Full-time employees become eligible for benefits on the date of hire, including:
  • Medical, dental, and vision insurance.
  • Life, AD&D, EAP, STD, and LTD insurance.
  • Voluntary income protection benefits (supplemental life, accident, critical illness, and long-term care insurances).
  • 401(k)-retirement plan with company match.
• Additional programs may include educational assistance, free or discounted legal services, and opportunities through the Holland & Hart Foundation.
• Part-time employees may have access to some benefits on a pro-rated basis.