Conflicts Intake Coordinator

Winston Staffing; Washington, Baltimore (District of Columbia, MD); On-site; USD 70,000 - 100,000; Full time

Job summary

Winston Staffing is seeking a Conflicts and New Business Intake Coordinator to support the Office of the General Counsel by coordinating the Firm's new business intake and conflicts processes. This role ensures accurate and timely processing of client and matter intake and helps mitigate risk.

The position involves collaborating with attorneys, LAAs and staff, generating conflicts reports, maintaining ethical walls, and providing training support to Conflicts Analysts as part of ongoing process

Responsibilities

• Communicates with attorneys, LAAs and staff to obtain missing information, resolve discrepancies and ensure complete intake submissions.
• Generates conflicts of interest reports for clients, matters and incoming lawyers, and assists team members with procedural, policy and training-related questions.
• Responds to urgent and high priority conflicts inquiries and after-hours requests, as required.
• Establishes and maintains ethical walls for new matters and personnel.
• Supports the client and matter opening process by ensuring all information is accurate, complete and entered correctly into Firm systems.
• Monitors requests throughout the new business intake and conflicts clearance process, following up as needed to ensure timely completion.

Job description

The Conflicts and New Business Intake Coordinator supports the Office of the General Counsel by coordinating the Firm's new business intake and conflicts processes. This role ensures the accurate and timely processing of client and matter intake, supports compliance with ethical and regulatory requirements, manages ethical walls and related documentation, and collaborates with attorneys and Firm leadership to mitigate risk.

RESPONSIBILITIES

• Communicates with attorneys, Legal Administrative Assistants (LAAs) and staff to obtain missing information, resolve discrepancies and ensure complete and accurate intake submissions;
• Generates conflicts of interest reports for clients, matters and incoming lawyers, as needed, and assists team members with procedural, policy and training-related questions;
• Responds to urgent and high priority conflicts inquiries and after-hours requests, as required;
• Establishes and maintains ethical walls for new matters and personnel;
• Supports the client and matter opening process by ensuring all information is accurate, complete and entered correctly into Firm systems. Reviews new matters against established intake requirements and provides guidance to resolve deficiencies;
• Processes requests to reopen or update matters, ensuring new parties and matter scope are accurately reflected and coordinates with other Firm stakeholders to ensure the process is updated in all Firm systems;
• Monitors requests throughout the new business intake and conflicts clearance process, following up as needed to ensure timely completion;
• Prepares and distributes daily and weekly New Business reports to management and the partnership;
• Reviews and responds to trading pre-clearance requests, escalating matters to the General Counsel or Deputy General Counsel, as appropriate;
• Partners with the General Counsel and Director of Conflicts to coordinate the annual HRTL cleanup process and other data quality and maintenance initiatives;
• Supports the Office of the General Counsel, including the Director of Conflicts, by:
• Training, mentoring and providing guidance to Conflicts Analysts on research methodologies, Firm policies and systems;
• Developing and maintaining training materials, best-practice documentation and reference resources;
• Identifying, testing and implementing process improvements to enhance the efficiency, accuracy and consistency of conflicts clearance procedures;
• Assisting with the onboarding, training and professional development of new Conflicts Analysts;
• Collaborates with Information Technology on system enhancements, database integrations and technology initiatives, including improvements to ethical wall and trading pre-clearance processes;
• Provides ongoing data and reporting support to the Business Development and Knowledge Services departments and assists in cross-training Conflicts Analysts to fulfill these requests;
• Assists with the maintenance of new business intake documentation, including engagement letters, waiver letters, ethical wall notices and outside counsel guidelines; and
• Performs other duties and special projects, as assigned.