New Business Intake Specialist

Blank Rome LLP; United States; Remote; USD 55,000 - 70,000; Full time

Job summary

Blank Rome LLP is seeking a New Business Intake Specialist to manage the intake workflow, assess submissions, and perform corporate research to ensure complete intake packages. The role reports to the New Business Intake Manager and may be performed remotely from eligible states in the U.S.

Ideal candidates have 3+ years in intake or conflicts, hands-on with Intapp and 3E, and strong communication skills. Paralegal JD or Bachelor’s degree is preferred.

Qualifications

• 3+ years in New Business Intake or conflicts area.
• Practical experience with Intapp or similar workflow platforms.
• Experience with 3E or similar practice management systems.
• Experience in a legal environment or professional services preferred.
• Bachelor's degree; paralegal JD is a plus.
• Knowledge of Dun & Bradstreet, Hoovers, Lexis/Westlaw, Pacer data.
• Understanding conflict of interest principles and relationships.
• Experience reviewing engagement terms, billing and retainers.
• Strong verbal and written communication with colleagues.
• Attention to detail and ability to manage multiple tasks.

Responsibilities

• Maintain efficient workflow of the new business intake process.
• Monitor inbox and queues; provide timely status updates and follow-ups.
• Enter and validate client/matter data in Intapp and 3E with approvals.
• Track intake activity and improve data quality and reporting.
• Review new business intake forms for completeness.
• Research corporate histories using Dun & Bradstreet and Hoovers.
• Review engagement letters for accuracy with policy; escalate issues.
• Collaborate with Conflicts team to identify risk issues.
• Provide excellent customer service to attorneys and staff.
• Perform other assigned responsibilities; overtime as needed.

Skills

Communication

Attention to detail

Problem solving

Integrity

Confidentiality

Multitasking

Flexibility

Availability

Conflict of interest

Legal environment experience

Education

Bachelor's degree

Paralegal Certificate or JD (plus)

Tools

Intapp

3E

Microsoft Office

iManage

Web conferencing tools

Job description

Blank Rome is an Am Law 100 firm with 16 offices and 800 attorneys who provide comprehensive legal and advocacy services to clients operating in the United States and around the world. Our professionals have built a reputation for their leading knowledge and experience across a spectrum of industries and are recognized for their commitment to pro bono work in their communities. Since our inception in 1946, Blank Rome’s culture has been dedicated to providing top-level service to all of our clients and has been rooted in the strength of our diversity and inclusion initiatives. Our commitment to our core values and dedication to providing a supportive and inclusive work environment, allows the firm to attract and retain the brightest in the industry.

Job Overview

The New Business Intake Specialist is responsible for maintaining the efficient workflow of the New Business Intake Department by processing new matter intake forms, responding to emails and telephone calls regarding status of submissions, performing corporate research, analyzing and interpreting the results of the research to ensure the completeness of the New Business Intake package, including conflicts previously run or performing additional conflict searches, if necessary.

This position may be performed remotely by candidates residing in states where the firm is authorized to employ personnel. Currently, eligible states include: CA, CT, DC, DE, FL, IL, MA, MD, NJ, NY, OH, PA, TX, and VA. In this role, you will report to the New Business Intake Manager.

Essential Functions

• Maintain efficient workflow of new business intake process.
• Monitor the shared New Business Intake mailbox and workflow queues; prioritize requests, provide timely status updates, and follow up on outstanding information or approvals.
• Enter, validate, and maintain accurate client and matter data in Intapp and 3E, including required approvals, engagement terms, retainers, and status information.
• Track intake activity and aging items and help identify opportunities to improve workflow consistency, data quality, and reporting.
• Analyze and review new business intake forms for quality and completeness.
• Research corporate history of clients and related parties using corporate databases such as Dun and Bradstreet, Hoovers and other online resources.
• Review engagement letters for accuracy and consistency with firm policy; elevate any issues appropriately.
• Work with the New Business Intake Manager and Conflicts team to identify risk management issues that emerge in new business.
• Provide excellent and timely customer service to all firm attorneys and personnel.
• Perform other responsibilities as assigned.
• Work additional hours as needed to fulfill job requirements.

The above essential functions represent the general nature and level of responsibilities for this position and is not intended to be an all-inclusive list. The firm may modify and amend any job description at any time in its sole discretion.

Skills/Qualifications

• 3+ years of experience in New Business Intake, Conflicts or a related field.
• Hands-on experience with Intapp or a comparable new business intake/workflow platform required.
• Hands-on experience with 3E or a comparable legal practice management, time, and billing system required.
• Experience in a legal environment or professional services preferred.
• Bachelor’s degree required. Paralegal Certificate or JD is plus.
• Possess a working knowledge of Dun and Bradstreet, Hoovers, Lexis/Westlaw, Pacer, and can interpret the data produced by those systems.
• Knowledge of conflict of interest principles in order to define relationships and related parties.
• Experience reviewing engagement terms, billing requirements, retainers, and approval conditions.
• Strong communication skills (verbal and written) with the ability to develop positive working relationships (in-person and virtually).
• Meticulous attention to detail and accuracy.
• Ability to manage multiple tasks with effective organizational skills.
• Proven problem solving, critical thinking, and decision-making skills.
• Unquestioned integrity and professionalism.
• Ability to handle confidential and sensitive client and firm information with discretion.
• Proficient in Microsoft Suite (Word, Excel, Outlook, Teams).
• Experience with iManage or other document management or records retention software used by major law firms is a plus.
• Proficient in web-based conference call/web-sharing applications.
• Must be task-oriented and flexible with respect to overtime throughout the workweek, weekends, and, in some cases, holidays.
• Must be readily available if and when emergencies arise.

Compensation

The salary range for this role is $55,000 - $70,000. Actual salaries will depend on a candidate's geographic location, relevant experience, and skillset. The salary range listed is just one component of Blank Rome’s total compensation package for employees. Other monetary rewards include annual discretionary bonuses based on performance and profit-sharing contributions based on eligibility and firm profitability.

In addition, Blank Rome provides a comprehensive suite of benefits to promote health and financial security, including medical, dental, and vision insurance as well as life, accident, and disability insurance plans. The firm also provides the opportunity to participate in 401(k) retirement benefits, commuter benefits, and well-being programs.

EEO Statement

Blank Rome is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, ethnicity, religion, sexual orientation, gender, gender identity or expression, national origin, citizenship status, age, disability, genetic information, marital or family status, or any other status protected by law.

Our core values of respect for the individual, the community, and the law are clearly demonstrated in our ability to recruit and develop a diverse group of exceptionally talented attorneys and professional staff who enable us to best serve our clients and our communities.