Business Intake Specialist

Overview

The organization is seeking an experienced Business Intake Specialist to manage and process new client and matter requests through the firm’s intake and ticketing systems. This role involves coordinating with attorneys, administrative staff, and risk management to ensure submissions are complete, accurate, and compliant with firm policies.

This position offers flexible location options, including remote and hybrid arrangements.

Responsibilities

• Monitor and manage incoming maintenance requests through the Upfront platform and Fresh Service ticketing system
• Review tickets for completeness, accuracy, and required approvals or supporting documentation
• Enter and maintain new client and matter information in the Upfront system with a high degree of accuracy
• Initiate conflicts checks in accordance with firm procedures
• Coordinate with Risk Management by ensuring all necessary information is provided and clearly documented
• Track the status of conflicts requests and follow up as needed to ensure timely resolution
• Provide responses clearing conflicts to the responsible attorney and client
• Validate required fields, including client details, billing arrangements, responsible attorneys, and matter descriptions
• Ensure consistency with firm naming conventions and data standards
• Identify and resolve discrepancies or missing information prior to matter creation
• Ensure all intake requests comply with firm policies, regulatory requirements, and risk management guidelines
• Perform quality checks on completed matters to confirm accuracy of setup
• Maintain proper documentation and audit trails within the ticketing system
• Flag potential compliance or risk issues for review

Requirements

• Minimum of two (2) years of experience related to the duties described (e.g., general research, paralegal, or project assistance experience), or one (1) year of direct conflicts or business intake experience in a law firm
• Prior law firm experience strongly preferred
• Demonstrated ability to prioritize and manage multiple tasks while meeting deadlines in a fast-paced environment
• Strong organizational skills and attention to detail
• Ability to exercise discretion, maintain confidentiality, and apply sound judgment
• Professional demeanor with the ability to interact effectively with attorneys, management, staff, and candidates
• Experience conducting research and utilizing online databases
• Proficiency with legal and business intake platforms and research tools, including Upfront (or similar intake environment) and Aderant (or similar accounting platform), preferred
• Strong project coordination skills; experience supporting enterprise-wide initiatives is a plus

Compensation & Benefits

• Yearly salary range: $60,000 - $75,000

Location

Flexible location options, including remote and hybrid arrangements.