Client Intake & Conflicts Coordinator

BC Legal Management Association; Vancouver; On-site; CAD 55,000 - 65,000; Full time

Benefits offered by this job

Health coverage

Mental health support

Parental leave top-up

Wellness spending account

Vacation & personal days

Team socials

Professional development

Referral bonuses

Job summary

Clark Wilson LLP, a leading law firm in British Columbia, seeks a Client Intake & Conflicts Coordinator to ensure accurate onboarding of new clients and matters, conduct conflict searches, and maintain client and matter data in the firm’s system.

You will work closely with lawyers and business services to support regulatory compliance, AML obligations, and risk management while balancing competing priorities in a fast-paced environment and upholding confidentiality and ethics.

Qualifications

• Post-secondary education in Legal Administration or related discipline is an asset.
• 2–3 years experience in a law firm or professional services environment.
• Experience with legal file opening, conflicts, or new business intake is strongly preferred.
• Knowledge of Law Society requirements, client identification, and AML obligations is an asset.
• Experience with legal practice management and conflicts software.

Responsibilities

• Review and process new client and matter opening requests for completeness and accuracy.
• Open and maintain client and matter records within the firm's practice management system.
• Verify client information, assign file numbers and matter codes, and ensure required documentation is complete.
• Coordinate file openings in accordance with established service standards.
• Conduct conflict of interest searches and assess results for potential issues.
• Prepare conflict reports and elevate potential conflicts for legal review.
• Maintain documentation related to conflict clearances and ethical screens.
• Support compliance with firm risk management procedures.
• Ensure compliance with Law Society requirements, firm policies, and client onboarding procedures.
• Collect and review client identification (KYC) and due diligence documentation.
• Support anti-money laundering (AML) processes and maintain the confidentiality of sensitive information.
• Update, amend, close, archive, and reactivate client and matter records as required.
• Process client name changes, mergers, acquisitions, and related entity updates.
• Maintain the accuracy and integrity of client and matter data.
• Maintain client hierarchies, related entity relationships, and database integrity.
• Identify and resolve duplicate or inaccurate records.
• Produce reports and analyze intake, conflicts, and records management metrics to identify process improvements.
• Act as a primary contact for lawyers and legal assistants regarding file openings and conflict searches.
• Collaborate with Finance, Records, Risk Management, and other business services teams to resolve intake issues.
• Provide guidance on firm procedures and participate in process improvement and technology initiatives.

Skills

Analytical skills

Attention to detail

Time management

Communication skills

Education

Post-secondary education in Legal Administration or related discipline

Tools

Microsoft Office

Practice management software

Conflicts software

Job description

Who We Are

Clark Wilson LLP is a leading, innovative law firm in British Columbia. For over 100 years, we’ve proudly advised clients on a comprehensive range of legal issues and with over 200 professionals serving some of the most recognizable brands in the world, we’ve built a culture of collaboration, inclusivity, and excellence.

As leaders in our markets, we continue to grow by fostering strong relationships, delivering exceptional service, and empowering our people to succeed. We are consistently recognized for our professional achievements, and we take pride in creating a workplace where people enjoy coming to work every day.

How You’ll Help Us Better Serve Our Clients

The Client Intake & Conflicts Coordinator is responsible for the accurate and timely onboarding of new clients and matters, ensuring compliance with firm policies and Law Society requirements. Working closely with lawyers and business services teams, this role conducts conflict searches, coordinates file openings, maintains client and matter data, and supports regulatory compliance throughout the intake process.

This position requires strong analytical skills, exceptional attention to detail, sound judgment, and the ability to manage competing priorities in a fast-paced environment.

Client & Matter Intake

• Review and process new client and matter opening requests for completeness and accuracy.
• Open and maintain client and matter records within the firm's practice management system.
• Verify client information, assign file numbers and matter codes, and ensure required documentation is complete.
• Coordinate file openings in accordance with established service standards.

Conflicts & Risk Management

• Conduct conflict of interest searches and assess results for potential issues.
• Prepare conflict reports and elevate potential conflicts for legal review.
• Maintain documentation related to conflict clearances and ethical screens.
• Support compliance with firm risk management procedures.

Regulatory Compliance

• Ensure compliance with Law Society requirements, firm policies, and client onboarding procedures.
• Collect and review client identification (KYC) and due diligence documentation.
• Support anti-money laundering (AML) processes and maintain the confidentiality of sensitive information.

Client & Matter Maintenance

• Update, amend, close, archive, and reactivate client and matter records as required.
• Process client name changes, mergers, acquisitions, and related entity updates.
• Maintain the accuracy and integrity of client and matter data.

Data Management & Reporting

• Maintain client hierarchies, related entity relationships, and database integrity.
• Identify and resolve duplicate or inaccurate records.
• Produce reports and analyze intake, conflicts, and records management metrics to identify process improvements.

Collaboration & Service

• Act as a primary contact for lawyers and legal assistants regarding file openings and conflict searches.
• Collaborate with Finance, Records, Risk Management, and other business services teams to resolve intake issues.
• Provide guidance on firm procedures and participate in process improvement and technology initiatives.

What You’ll Bring

• Post‑secondary education in Legal Administration or a related discipline is an asset.
• 2–3 years' experience in a law firm or professional services environment.
• Experience with legal file opening, conflicts, or new business intake is strongly preferred.
• Knowledge of Law Society requirements, client identification, and AML obligations is an asset.
• Experience with legal practice management and conflicts software.
• Strong analytical, organizational, and database management skills.
• High level of accuracy and attention to detail.
• Proficiency with Microsoft Office.
• Sound understanding of confidentiality, professional ethics, and risk management.
• Excellent communication and client service skills.

We recognize that experience can come in different forms. If this opportunity interests you but you don’t meet every qualification, we still encourage you to apply.

What We Offer

The expected salary range for this role is likely to be between $55,000 and $65,000, with the final salary determined based on the successful candidate’s experience, qualifications, skills, and internal equity.

In addition, we provide a comprehensive benefits package designed to support you at work and outside of work, including:

Health and Wellness Coverage:Medical, dental, vision, prescription drug coverage, paramedical services, mental health supports, life insurance, and emergency medical coverage while travelling.

Mental Health and Wellbeing: Access to mental health practitioners and wellness supports through our benefits plan and Health and Wellness Spending Account.

Pregnancy and Parental Leave Support:Top‑up benefits to 100% of salary for a portion of your leave.

Health and Wellness Spending Account:Flexible coverage you can use in the way that works best for you, from fitness classes and wellness supports to pet care expenses.

Time Away:Generous vacation, along with five personal days each year.

Community and Culture:Weekly socials, team‑building events, Employee Appreciation Week, and opportunities to give back through firm-supported initiatives.

Professional Growth:Training, resources, and opportunities to support your continued development.

Referral Program:Bonuses for successful employee referrals.

Clark Wilson LLP is proud to be an equal opportunity employer.

Diversity, inclusion, and respect are fundamental to our culture—we don’t just celebrate them, we rely on them to drive innovation, foster belonging, and grow together.

To learn more about what it’s like to work at Clark Wilson, visit ourCareersPage.

We thank all applicants for their interest. Only those selected for an interview will be contacted.