Client/Matter Intake Specialist

McGuireWoods LLP; Richmond (VA); On-site; USD 40,000 - 56,000; Full time

Job summary

McGuireWoods LLP is seeking a Client/Matter Intake Specialist for our Richmond, VA office to manage opening and updating matters for new and existing clients. The ideal candidate has 1–2 years of clerical or law firm experience, strong attention to detail, and solid organizational skills.

Responsibilities include entering client/matter data into Elite, coordinating with offices, and supporting conflict checks and record closures. AI tool interest is encouraged to improve efficiency.

Qualifications

• One year certificate from college or technical school; or 1–2 years related experience.
• Law firm experience preferred.
• Experience with Outlook, Word, Excel and PowerPoint.
• Ability to interact professionally with all levels within the Firm.
• Strong administrative and organizational skills with attention to detail.
• Good proofreading skills.
• Interest in using innovative AI technology, including Harvey and Copilot, to support efficient high‑impact work.

Responsibilities

• Handles all aspects of new client and matter intake.
• Enters new client and matter information into the Elite Enterprise Billing system.
• Processes client/matter information for all offices to include linking related party names and preparing bar‑coded folders and/or inserts.
• Contacts legal staff when client/matter information is inaccurate or incomplete and obtains correct information; corrects data entry errors (client numbers, matter numbers and principal names) in Elite.
• Receives calls and e-mails placed to the Records Helpline and makes changes to the data in Elite as requested.
• Assists in completing conflict‑of‑interest searches for clients, principals and related party names as requested by attorneys.
• Assists in closing client/matter records according to procedures.

Skills

Attention to detail

Time management

Proofreading

Interpersonal skills

Interest in AI technology

Education

One year certificate from college or technical school

Tools

Outlook

Word

Excel

PowerPoint

Job description

Overview

McGuireWoods LLP has an opening for a Client/Matter Intake Specialist in our Richmond, VA office. The Specialist handles all aspects of opening and updating matters for new and existing clients. Qualities possessed by an ideal candidate include one to two years of general/clerical experience or customer service in a law firm, an eye for detail and accuracy, strong organizational skills, and strong time‑management skills.

Responsibilities

• Handles all aspects of new client and matter intake.
• Enters new client and matter information into the Elite Enterprise Billing system.
• Processes client/matter information for all offices to include linking related party names and preparing bar‑coded folders and/or inserts.
• Contacts legal staff when client/matter information is inaccurate or incomplete and obtains correct information; corrects data entry errors (client numbers, matter numbers and principal names) in Elite.
• Receives calls and e-mails placed to the Records Helpline and makes changes to the data in Elite as requested.
• Assists in completing conflict‑of‑interest searches for clients, principals and related party names as requested by attorneys.
• Assists in closing client/matter records according to procedures.

Qualifications

• Requires one year certificate from college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience.
• Law firm experience preferred.
• Experience with general office applications to include Outlook, Word, Excel and PowerPoint.
• Ability to interact professionally with all levels within the Firm.
• Strong administrative and organizational skills with attention to detail.
• Good proofreading skills.
• Interest in using innovative AI technology, including Harvey and Copilot, to support efficient high‑impact work.