Summary:

The Business Intake & Records Maintenance Specialist is responsible for supporting the firm’s new client and matter intake process while maintaining the accuracy and integrity of the firm’s records management systems. This position serves as a key administrative resource for client onboarding, matter creation, records retention, document management, and database maintenance.

The Specialist reviews and processes new business intake requests, maintains client and matter information within firm systems, coordinates the collection and storage of intake-related documentation, and assists with records management initiatives. Working closely with attorneys, legal assistants, accounting personnel, and firm administration, the Specialist helps ensure compliance with firm policies regarding client matter administration, records retention, and information governance.

This role contributes to the efficient operation of the firm by promoting accurate recordkeeping, supporting risk management processes, and maintaining reliable client and matter data throughout the lifecycle of representation.

Essential Duties and Responsibilities:

The following duties are not intended to serve as a comprehensive list of all duties performed, only general illustrations of the primary types of work that may be performed. Job descriptions are subject to change as the need of the firm and requirements of the job change. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function of the position.

Business Intake Administration

• Review and process new client and matter intake requests submitted through the firm’s intake system.
• Verify completeness and accuracy of intake information prior to matter creation.
• Coordinate with attorneys and staff to obtain missing or clarifying information related to client and matter setup.
• Create and maintain client and matter records within the firm’s practice management and financial systems.
• Generate and distribute intake reports and matter opening documentation as needed.
• Assist with engagement letter tracking and intake-related documentation management.
• Support the firm’s conflict review process by performing preliminary database searches and compiling information for attorney or management review.
• Update corporate relationships, client information, and matter details as directed.

Records Management

• Maintain electronic and physical client matter records in accordance with firm policies and retention schedules.
• Ensure client and matter documents are properly indexed, stored, and retrievable within designated document management systems.
• Coordinate file opening, file maintenance, file transfers, and file closure procedures.
• Assist with records retention and destruction projects in accordance with firm policies and legal requirements.
• Monitor compliance with records management procedures and recommend improvements where appropriate.
• Respond to requests for file retrieval, records research, and document location assistance.

Administrative Support

• Maintain records of executed engagement agreements, conflict waivers, outside counsel guidelines, and related administrative documentation.
• Assist with departmental reporting and special projects.
• Participate in the development and improvement of intake and records management procedures.
• Stay informed regarding records management best practices, information governance standards, and firm policies.
• Assist with data cleanup projects and system conversions as needed.
• Perform other duties and special projects as assigned.

Skills and Minimum Qualifications

Education & Certifications:

• High school diploma or equivalent required.
• Associate’s degree or Bachelor’s degree in Business Administration, Legal Studies, Information Management, Records Management, or a related field preferred.
• Minimum of two (2) years of experience in a law firm, records management, legal administration, business intake, or a related professional services environment preferred.
• Relevant records management, information governance, legal administration, or practice management system certifications are preferred but not required.

Knowledge & Experience:

• Experience working with legal practice management, records management, or document management systems preferred.
• Strong proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
• Ability to accurately enter, maintain, and audit data within multiple systems.
• Strong organizational and records management skills.
• Knowledge of law firm intake procedures and client matter administration preferred.
• Ability to handle confidential and sensitive information with discretion.
• Strong attention to detail and commitment to data accuracy.
• Ability to prioritize work and manage multiple deadlines in a fast-paced environment.

Personal Attributes:

• Exceptional organizational skills.
• Strong customer service mindset and professional demeanor.
• Effective written and verbal communication skills.
• Ability to work independently and collaboratively.
• Reliable judgment and problem-solving abilities.
• High level of accuracy and attention to detail.
• Adaptability and willingness to learn new systems and processes.

Working Conditions:

The worker is not substantially exposed to adverse environmental conditions (typical office or administrative work).

Physical Requirements:

• Strength Requirements: Ability to exert up to 50 pounds of force occasionally and up to 20 pounds of force frequently to lift, carry, push, pull, or otherwise move objects, including boxes of files, records, equipment, and other materials.
• Repetitive Motion: Making substantial movement (motions) of the wrist, hands, and/or fingers.