New Business Intake Coordinator

The New Business Intake Coordinator is responsible for managing the firm's comprehensive new client and matter intake process, ensuring compliance with ethical standards, firm policies, and client guidelines. This role oversees the process from initial referral or partner request through conflict resolution, matter opening in Aderant, client portal administration, and formal handoff to downstream administrative teams.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 requestsCoordinate directly with requesting partners to collect and clarify required intake details, including party names, affiliations, related entities, matter descriptions, billing terms, and responsible timekeepersCollect and review all necessary information from attorneys and staff to initiate new client and matter intake formsReceive and review incoming referrals; download and organize all case-related documentation and informationAnalyze submitted data for completeness and accuracy prior to submitting for conflicts checkingCommunicate with referral sources and internal stakeholders to confirm receipt of cases and resolve missing or unclear informationMaintain clear and consistent communication with stakeholders regarding intake status and outstanding requirements Conflicts Processing & Ethical Compliance Submit conflict check requests into Intapp in accordance with firm proceduresTrack conflict requests through clearance and proactively follow up to ensure timely reviewWork closely with partners, attorneys, and administrative teams to clarify or supplement information needed for accurate conflict analysisCoordinate with the Conflicts Team to ensure thorough and timely conflicts checks are conductedCommunicate identified potential conflicts to requesting partnersCoordinate with the Conflicts Attorney for engagement agreements, conflict waivers, or ethical screens when requiredEnsure all required waivers, engagement letters, and documentation are completed and properly recorded prior to matter openingAccurately enter client and case data into the firm's systems to ensure compliance with ethical obligations and firm policyMaintain proper documentation of all intake activity and follow established procedures for recordkeeping and tracking Client & Matter Setup Collect and verify all required intake details once conflicts clearance is obtainedOpen new clients and matters in Aderant in accordance with firm accounting and data governance standardsGenerate client and matter file numbers and confirm proper coding, billing structures, and reporting designationsEnsure all required documentation is attached to the client/matter record prior to activation Client Portal Administration Upload and manage legal documents, pleadings, and reports to client portals in accordance with client guidelines and outside counsel requirementsMonitor portals for client communications and route inquiries appropriatelyEnsure timely entry of case updates, including hearing dates, deposition schedules, litigation milestones, and status reportsPerform quality control on portal data to ensure accuracy, completeness, and consistency with firm records Handoff & Cross-Department Coordination Execute formal handoff of cleared and opened matters to Finance and Case AdministrationProvide complete documentation, billing terms, engagement details, and required coding to ensure accurate billing and reporting setupCoordinate with Finance to address billing structures, rate approvals, and e-billing requirements as neededPartner with administrative teams to ensure smooth matter onboarding and transition into active workflowAssist with special projects related to intake process improvement, system enhancements, or compliance initiativesPerform other duties as assignedQualifications & SkillsHigh school diploma or equivalent (associate or bachelor's degree preferred)3+ years of law firm intake, conflicts, or legal administrative experience, preferably in a mid-to-large law firm environmentExperience with Intapp and Aderant strongly preferredFamiliarity with client portals and outside counsel guidelinesStrong understanding of legal conflicts principles and ethical compliance requirementExceptional attention to detail and organizational skillsAbility to manage multiple priorities in a fast-paced environmentStrong written and verbal communication skillsHigh level of professionalism and discretion in handling confidential information This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. Equal Opportunity EmployerKahana 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 TypeFull-Time, Non-ExemptSupervisory ResponsibilitiesNoneWork LocationHybridPhysical RequirementsPrimarily 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.Travel5 - 10% domestic travel by ground and or air, dependent on firm needsSalary Description $28.00 - $34.00

Created: 2026-04-02