Compliance & New Business Intake Coordinator

New York, NY

Summary

New Business Intake Coordinator is responsible for the Firm’s business intake process, that is the registration of incoming New Clients and New Matters across all offices. This position will assist in providing an efficient and effective service to Firm Partners of NY, London and DC offices by reducing overall exposure to risk by reviewing Outside Counsel Guidelines sent by clients to ensure compliance with the Firm’s standard Terms of Engagement as well as client/matter number assignment.

Essential Functions

• Processes Maintenance Forms submitted via IntappOpen.
• Assists and reviews all information submitted on New Business Intake forms for accuracy and completeness, namely ensuring; all required fields are populated, information provided is accurate and appropriate supporting documentation is attached.
• Makes sound and educated decisions regarding the existence and validity of matters.
• Assists with and update Special Fee Agreement Database.
• Maintains the Elite Enterprise master file system for the client/matter in-take process. This includes the opening of new clients and/or matters, closing and opening matters, and modifications to existing clients and matters.
• Reviews invoices submitted for Compliance to ensure all information is accurate. For example, address, billing rates, discounts, cost protocols, etc.
• Maintains a tickler file regarding all changes and/or corrections regarding NBI and Compliance.
• Engages and collaborates with team members through the presentation of ideas and recommendations regarding best practice, continuous improvement, departmental processes, policies and procedures.
• Provides support and assistance on important team projects and initiatives, when required.
• Reviews and analyzes Client Outside Counsel Guidelines to ensure they are consistent with our Standard Terms of Engagement, as well as Firm Policy. 

Education

• Associate’s degree in Accounting or Finance and/or an equivalent combination of education and experience.
• Bachelor’s preferred. 

Experience and Skills

• Ability to make effective, accurate decision, judgment call and reliable recommendations with support from team members and Management, where necessary.
• Professionalism and the ability to influence in a positive manner.
• Excellent interpersonal skills with a positive customer service oriented attitude.
• Excellent time management skills, with the ability to work well under pressure, manage workloads, meet deadlines and prioritize efficiently.
• Ability to leverage resources and utilize information appropriately.
• Exceptional problem solving, critical thinking and analytical skills.
• Excellent written and oral communication skills demonstrated in interactions with all colleagues throughout the
• Firm as well as Partners and Management.
• Positivity and solution based approach in all aspects of work.
• 3 to 5 years related experience.
• Experience in a law firm or professional services a plus.
• Experience with Elite’s Legal Billing & 3E software a plus.
• Proficient in using Microsoft Word and Excel.
• The duties of the position may require extended and irregular hours to perform the essential duties of the position.