At ArentFox Schiff, we know that diverse backgrounds produce different perspectives, richer thinking, and more creative solutions to the challenges our clients face. We hope you share that vision. Join us and take on the challenge of doing meaningful work while helping us build a culture that reflects our dedication to diversity, equity, and inclusion.

JOB TITLE: New Business Intake Administrator

DEPARTMENT: Finance

REPORTS TO: Senior Conflicts & New Business Intake Manager

FLSA CLASSIFICATION: Exempt

LOCATION:

This position is available in the following office location(s) – Boston, MA or Washington, DC

JOB SUMMARY

The New Business Intake Administrator will be responsible for the maintenance and integrity of the entity, client and matter data in the accounting and conflicts database. The New Business Intake Administrator will regularly interact with Attorneys, Secretaries, Accounting and Conflicts staff, Firm Management and Office of General Counsel staff about new business.

Requires a strong understanding of law firm accounting and billing. In addition, the successful candidate will have strong communication and customer service skills and the ability to work with changing priorities and multiple customers effectively and promptly, while enforcing firm policies.

ESSENTIAL DUTIES AND RESPONSIBILITIES*

• Knowledge of the Firm’s New Business Intake Policies and Procedures.

• Coordinate the creation and maintenance of the entities in the accounting system, including determining duplicates and merging them when appropriate. Create new entities for all new timekeepers as part of new employee intake process. Create new entities for all new vendors, often based on time sensitive requests, as requested by AP team.

• Coordinate review of Outside Counsel Guidelines (OCGs) by designated firmwide reviewers and consolidate responses and follow up with Relationship Attorney. This also includes reviewing the OCGs for additional conflicts parties to be searched and reviewing and analyzing as needed.

• Coordinating on-boarding requests from new clients.

• Maintain a log of incoming and approved OCGs and provide copies as requested

• Key contact for existing or former client engagement letters.

• Reviewing engagement letters for significant variations from Firm’s standard letter and escalating for review as needed.

• Reviewing and approving variations from the Firm’s standard intake policies and using judgement to determine if additional review or approvals are warranted.

• Working collaboratively with colleagues to monitor the Intapp system and ensure that clients and matters are opened in a timely manner and conform to firm policies.

• Provide formal and informal training to Firm personnel on the Intapp system and Firm’s New Business Intake policies and procedures.

• Assist with the opening and closing clients and matters.

• Assist with updating conflicts and billing database as requested by attorneys and secretaires.

• Edit clients and matters (including moving matters from one client to another).

• Assist with updating address changes to clients and matters.

MINIMUM QUALIFICATIONS

Knowledge/Skills/Abilities:

• Proficiency in MS Office including Excel, Outlook and Word

• Excellent oral communication skills as necessary to communicate and coordinate with others on routine but varied issues, and work effectively across all levels of the organization.

• Excellent organizational skills, including extremely detail orientated and the ability to work effectively in an atmosphere of multiple projects, shifting priorities, and deadline pressure.

• Ability to maintain a high level of confidentiality and professionalism.

• Ability to organize high volume work flow with attention to detail and effective problem solving.

• Must be team oriented, self-motivated, and be able to work independently.

• Strong understanding of law firm accounting and billing.

• Strong communication and customer service skills.

• Ability to work with changing priorities and multiple customers effectively and promptly, while enforcing firm polices.

Education:

• BA in Accounting or a business related field.

Experience:

• Minimum of 5 years of experience in a legal, accounting or data oriented environment.

• Experience with Intapp and 3E is preferred.

ABOUT ARENTFOX SCHIFF:

ArentFox Schiff LLP is internationally recognized in core industries where business and the law intersect. With more than 600 lawyers and policy professionals, the firm serves as a destination for an international roster of corporations, governments, private individuals, and trade associations.

ArentFox Schiff is committed to equal employment opportunity and diversity in the workplace. We maintain a policy of considering all qualified applicants for employment without regard to race, color, religion or creed, sex, gender, sexual orientation, gender identity or expression, age, citizenship status, order of protection status, national origin, ancestry, medical condition, genetic information, marital status, physical or mental disability, parental status, source of income, military or veteran status, unfavorable discharge from military service, or any other basis protected by federal, state or local law. We will consider qualified applicants with criminal histories in a manner consistent with the San Francisco Fair Chance Ordinance.

• A job description is a general description of the function and major duties of a job. It may not specify all duties, tasks, and assignments associated with a job. It is not intended to limit or in any way modify the right of management to direct, assign, and control the work of employees in a unit. Accuracy, attention to detail, ability to work effectively in a team environment, and ability to work in an atmosphere of multiple projects and shifting priorities are requirements of all jobs at ArentFox Schiff LLP. Additional job-related qualifications may be specified for some openings. Job descriptions are subject to periodic review.

Equal Opportunity Employer, Minority/Female/Disabled/Vets/Sexual Orientation/Gender Identity.

WORKING CONDITIONS

The following table indicates the degree of working conditions expected for the job. Reasonable accommodations may be made to enable individuals with disabilities to meet these requirements.

N/A = 0-10%, Occasionally = 11-33%, Frequently = 34 - 66%, Constantly = 67 - 100%