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Client Intake Coordinator and Accounting Admin
The Client Intake Coordinator manages the client intake process and ensures all new clients and matters are set up according to the New File Intake policy. In addition, this position is responsible for various accounting administrative tasks. This position is not remote and is full time.
Client Intake Coordinator Responsibilities
- Ensure new client and/or matter information was properly entered in the accounting software, Aderant Expert. Often involves follow up with Client Intake Specialist, administrative assistants, and attorneys.
- Follow-up on pending client matters and gather required documentation until the matters are opened or determined as closed.
- Prepare and mail welcome letters to new clients.
- Assist in the development of file opening paperless workflow and improving the file intake process.
- Backup to Client Intake Specialist, conducting database search requests for conflicts of interest and entering new client matter forms.
Accounting Administrative Responsibilities
- Sort daily mail and then prepare checks for deposit using VersaPay.
- Prepare daily check trust account deposit.
- Scan client address changes in FileSite.
- Assist with annual rate increase process.
- Draft various letters for the Accounting team such as: refunds sent to clients, requesting someone to sign a check before it can be deposited, or to verify employment.
- Responsible for mailing overnight packages for the Accounting team.
- Revise the firm’s W9 and provide to vendors/customers upon request.
- Perform other assigned tasks and duties necessary to support the Accounting Department and CFO.
Qualifications/Requirements
- At least 1 year of legal experience is preferred.
- Proficient with MS Office software, Word, Excel and Outlook. Knowledge of accounting software, Aderant Expert, a plus. Must be comfortable with new technology and software.
- Must generate high-quality work with exceptional attention to detail.
- Ability to compile and analyze data then furnish the information in report format, written correspondence, e-mail or verbally.
- This position requires managing multiple priorities in a fast-paced, deadline-driven work environment. Ability to work with frequent interruptions and adapt to changes in workflow.
- Ability to communicate with courtesy, with a customer service focus and excellent judgment in all interpersonal interactions. Maintains a professional appearance. Must demonstrate good judgment and discretion.
- Dependable team player who works collaboratively and cooperatively with others. Must be enthusiastic about training and developing staff along with helping balance heavy workloads.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
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