Matter Intake Coordinator

Troutman Pepper Locke LLP; Boston (MA); On-site; USD 50,000 - 85,000; Full time

Job summary

Troutman Pepper Locke LLP in Boston, MA seeks a Matter Intake Coordinator to manage high-volume matter openings and conflicts checks, ensuring timely initiation and clear status updates for attorneys.

You will support the Intake & Conflicts Services team, ensure confidentiality, comply with firm policies, and contribute to process improvements while providing administrative support to the Legal Support Administration.

Qualifications

• Bachelor’s degree or equivalent experience.
• Two years of experience in a legal or professional services firm.
• Experience with finance practices preferred.

Responsibilities

• Handle high volumes of matter openings and conflicts checks.
• Submit new matter requests via Intapp and coordinate with Intake & Conflicts Services.
• Ensure compliance with firm policies and protect client data.
• Provide administrative support and run routine reports and expense reports.
• Communicate status with attorneys from initiation to completion of matter openings.

Skills

Confidentiality

Research

Accuracy

Interpersonal skills

Verbal and written communication

Initiative

Adaptability

Customer service

Microsoft Office / Excel

Education

Bachelor’s degree

Tools

Microsoft Office

Excel

Job description

We are always seeking talented, motivated, growth-minded, and creative individuals. Our firm is committed to providing employee support and advancement, while embracing inclusion and innovation as keys to a stronger future.

The Matter Intake Coordinator is part of the Litigation Support team and serves as a firm source to run conflict checks and submit new matter requests. The Matter Intake Coordinator plays a critical role in opening a high volume of new client matters, communicating status with attorneys from initiation to completion of matter openings and conflicts checks, maintaining confidentiality of the practice group’s information and data related to clients, ensuring compliance with firm policies and procedures, and providing administrative support for the team.

Essential Duties And Responsibilities

• Handle high volumes of matter openings, particularly during lateral partner onboarding and large-scale client engagements.
• Execute and track completion of processes related to matter intake and conflicts checks, including status tracking, attorney communication, and direct partnership with the Intake & Conflicts Services team.
• Submit new matter requests via Intapp and respond to inquiries from the Intake & Conflicts Services teams to ensure matters are opened in a timely manner.
• Ensure compliance with all relevant firm policies and procedures, including entering and validating matter and client permissions and restrictions.
• Recommend enhancements to processes and system configurations to improve data collection and user experience.
• Provide administrative support to Legal Support Administration for various tasks, such as running routine reports, and managing expense reports.

Knowledge, Skills, And Abilities

• Ability to maintain the confidentiality of firm data.
• Exceptional research and organizational skills.
• High level of accuracy and attention to detail.
• Strong interpersonal skills, with the ability to provide high-quality service and partner effectively with diverse groups of people at various levels within the firm.
• Ability to communicate effectively, both verbal and written.
• Ability to take initiative, set priorities, and see projects through to completion.
• Ability to adapt to change and balance competing demands while meeting deadlines.
• Demonstrated ability to recognize and react to situations with a sense of urgency and ownership while maintaining strong focus on customer service.
• Strong proficiency with Microsoft Office, particularly Excel and information management.

Education And/or Experience

• Bachelor’s degree or any combination of experience, education, or training that demonstrates the ability to perform the essential duties of the position.
• Minimum of two (2) years of experience in a legal or professional services firm.
• Experience working with finance practices preferred.

The Firm will comply any applicable city or state workplace mandates in effect in regards to Covid-19.

This position description is intended to describe the general content of and requirements for the performance of the job. The statements contained in the position description are not necessarily all-inclusive and additional duties and responsibilities may be assigned as determined by business needs.

This position description does not constitute a written or implied contract of employment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Employment Opportunity

Troutman Pepper Locke adheres to a policy of equal opportunity and will make all employment decisions, which include hiring, promotion, transfer, demotion, evaluation, compensation and separation, without regard to race, color, religion, sex, age, sexual orientation, gender identity or expression, national origin, pregnancy, citizenship, disability, genetic information, marital or armed forces status and any other classification as protected by law.

Compensation is dependent on several factors, such as position, location, market, education, training, and/or experience.

Hiring Salary Range

$50,000.00 - $85,000.00