Financial Intake Coordinator

About the role

Womble Bond Dickinson (US) LLP is seeking a Financial Intake Coordinator to join the firm in any one of our office locations. The Financial Intake Coordinator is a full-time, non-exempt position within the Accounting Department. This role is responsible for supporting all aspects of financial intake process for new and existing clients of the Firm. Key responsibilities include reviewing and processing client and matter requests, ensuring accuracy and compliance with the Firm’s billing and accounting standards. The Financial Intake Coordinator will also review outside counsel guidelines and engagement letters to ensure that client and matter setups align with contractual and operational requirements. This position plays a critical role in maintaining data integrity, supporting billing efficiency, and ensuring that client requirements are properly implemented in the financial system from the outset of the engagement and maintained through the life of the matter.

Responsibilities

• Ensure timely and accurate setup of clients and matters in the Firm’s financial system, maintaining a high standard of quality control.
• Manage the synchronization and ongoing maintenance of data between the accounting system and the new business intake platform.
• Maintain and update client and matter information in the accounting database, including address changes, rate setup and management, matter origination, matter status changes, and participation in data cleanup initiatives.
• Review and implement special billing arrangements in accordance with outside counsel guidelines and client engagement terms.
• Conduct due diligence checks for all new client engagements.
• Respond promptly to inquiries and requests from attorneys, legal assistants, billing personnel, and other administrative departments.
• Support other departmental initiatives and perform additional tasks or special projects as assigned.

Requirements

• Strong organization and time management skills with the ability to prioritize complex, detail oriented tasks and make sound, informed decisions.
• Exceptional attention to detail, analytical skills, and strong critical thinking abilities.
• Familiarity with database systems and supporting interface platforms; ability to understand and work within integrated systems.
• Excellent written and verbal communication skills.
• Effective interpersonal skills, with the ability to interact professionally and tactfully with individuals at all organizational levels.
• Ability to exercise sound judgment and maintain strict confidentiality when handling sensitive information.
• Strong customer service orientation and flexibility to take on additional responsibilities within the department as needed.
• Willingness to work overtime during peak periods, including month-end and year-end close.
• College degree is preferred. A high school degree or equivalent is considered with relevant experience.
• Experience with Aderant (accounting database), Intapp Intake (new business intake database), electronic workflow systems, and other standard software (Word, Excel, and Adobe Acrobat, etc.) strongly preferred.

Pay

The national average salary range for this position is $44,000 - $84,000. Starting salary will be determined based on location, qualifications, and experience.

Benefits

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Health Savings Account
• Flexible Spending Accounts
• Life insurance
• Disability Insurance
• Paid Parental Leave
• 401(k) Plan
• Paid Days Off/Vacation
• Firm Paid Holidays