Legal - Intake Specialist - WilmerHale

WilmerHale is a leading, full-service international law firm with 1,000 lawyers located throughout 12 offices in the United States, Europe and Asia. Our lawyers work at the intersection of government, technology and business, and we remain committed to our guiding principles of providing quality, excellent legal and client services; developing diversity among our lawyers and staff and cultivating an environment that promotes an ambitious spirit, collaboration and collegiality by drawing on the extraordinary talents and dynamic experience of our lawyers. Our goal is to reflect the diversity of our clients and the communities in which we practice.

Work Hours: Monday - Friday 10:00 am - 7 pm

What You Will Be Doing:

The Intake Specialist is responsible for supporting the firm’s new business intake workflow for new client business, updates to existing matters and various other inquiries while maintaining superior client service.

About This Role:

• Monitor intake mechanisms and entire workflow process to facilitate smooth and timely daily operations of the department.
• Identify and assess all information needed to successfully onboard a client or matter during/after the clearance process.
• Build and maintain collaborative relationships with internal and external clients during the onboarding process.
• Review engagement terms documentation, escalating as appropriate.
• Actively manages attorney and staff expectations by gathering information about and effectively communicating project status and issues, troubleshooting or escalating as appropriate.
• Serve as an informational and procedural resource for attorneys and staff regarding new matter opening, engagement letter preparation and other department functions, including serving as a training resource when needed.
• Respond to calls, emails and workflow inquiries and requests from firm attorneys, paralegals, and legal secretaries regarding the new business intake process, escalating as appropriate.
• Ensure data integrity of information being entered into the system. Provide thorough review of data entered and escalate discrepancies as appropriate.
• Identify and assess all information needed to successfully onboard a client or matter during/after the clearance process.
• Build and maintain collaborative relationships with internal and external clients during the onboarding process.
• Prepare and disseminate Daily New Business Report
• Perform special projects and other duties as assigned.
• Contribute to the Firm’s Service Excellence initiative to consistently improve its image internally and externally. Displays professionalism, quality service and a “can do” attitude to internal members/departments of the Firm as well as external clients and vendors via electronic and print correspondence, over the telephone and in-person.

Your Qualifications/What You Will Bring:

• Ability to initiate, follow through on all details, and complete time sensitive assignments with minimal supervision.
• Excellent project management and organizational skills, including attention to detail and the ability to work effectively in an atmosphere of multiple projects, shifting priorities, and deadline pressure.
• Effective written and oral communication skills as necessary to communicate and work effectively with people at all levels of the firm.
• Excellent client service skills.
• Ability to use standard office software applications and subject matter databases in use at WH as directed.

Education:

• Four-year college degree preferred.

Experience:

• Minimum two years’ experience related to client service, administrative responsibilities or other duties or skills described herein.
• Law firm or other legal / professional services experience highly desired.

For additional information about our benefits, please click here.

This job description is intended to describe the general nature and level of the work being performed by employees in the position. It is not intended to be a complete list of all responsibilities, duties, and skills for positions. The firm reserves the right at all times, in its sole discretion, to add or subtract duties and responsibilities, as it deems necessary.

WilmerHale is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, gender, sexual orientation, gender identity, national origin or ancestry, age, disability or veteran status, or other protected status.

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