What are the responsibilities and job description for the New Business Intake Coordinator position at Kahana Feld?
Description
The New Business Intake Coordinator is responsible for managing the firm’s comprehensive new client and matter intake process, ensuring compliance with ethical standards, firm policies, and client guidelines. This role oversees the process from initial referral or partner request through conflict resolution, matter opening in Aderant, client portal administration, and formal handoff to downstream administrative teams.
Duties And Responsibilities
New Business Intake & Partner Coordination
Equal Opportunity Employer
Kahana Feld provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Job Type
Full-Time, Non-Exempt
Supervisory Responsibilities
None
Work Location
Hybrid
Physical Requirements
Primarily sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading. Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. Must have the ability to walk short distances, and/or drive a vehicle to deliver and pick up materials. Work can be performed with or without accommodations.
Travel
5 – 10% domestic travel by ground and or air, dependent on firm needs
The New Business Intake Coordinator is responsible for managing the firm’s comprehensive new client and matter intake process, ensuring compliance with ethical standards, firm policies, and client guidelines. This role oversees the process from initial referral or partner request through conflict resolution, matter opening in Aderant, client portal administration, and formal handoff to downstream administrative teams.
Duties And Responsibilities
New Business Intake & Partner Coordination
- Serve as the primary point of contact for partners and attorneys regarding new client and matter intake requests
- Coordinate directly with requesting partners to collect and clarify required intake details, including party names, affiliations, related entities, matter descriptions, billing terms, and responsible timekeepers
- Collect and review all necessary information from attorneys and staff to initiate new client and matter intake forms
- Receive and review incoming referrals; download and organize all case-related documentation and information
- Analyze submitted data for completeness and accuracy prior to submitting for conflicts checking
- Communicate with referral sources and internal stakeholders to confirm receipt of cases and resolve missing or unclear information
- Maintain clear and consistent communication with stakeholders regarding intake status and outstanding requirements
- Submit conflict check requests into Intapp in accordance with firm procedures
- Track conflict requests through clearance and proactively follow up to ensure timely review
- Work closely with partners, attorneys, and administrative teams to clarify or supplement information needed for accurate conflict analysis
- Coordinate with the Conflicts Team to ensure thorough and timely conflicts checks are conducted
- Communicate identified potential conflicts to requesting partners
- Coordinate with the Conflicts Attorney for engagement agreements, conflict waivers, or ethical screens when required
- Ensure all required waivers, engagement letters, and documentation are completed and properly recorded prior to matter opening
- Accurately enter client and case data into the firm’s systems to ensure compliance with ethical obligations and firm policy
- Maintain proper documentation of all intake activity and follow established procedures for recordkeeping and tracking
- Collect and verify all required intake details once conflicts clearance is obtained
- Open new clients and matters in Aderant in accordance with firm accounting and data governance standards
- Generate client and matter file numbers and confirm proper coding, billing structures, and reporting designations
- Ensure all required documentation is attached to the client/matter record prior to activation
- Upload and manage legal documents, pleadings, and reports to client portals in accordance with client guidelines and outside counsel requirements
- Monitor portals for client communications and route inquiries appropriately
- Ensure timely entry of case updates, including hearing dates, deposition schedules, litigation milestones, and status reports
- Perform quality control on portal data to ensure accuracy, completeness, and consistency with firm records
- Execute formal handoff of cleared and opened matters to Finance and Case Administration
- Provide complete documentation, billing terms, engagement details, and required coding to ensure accurate billing and reporting setup
- Coordinate with Finance to address billing structures, rate approvals, and e-billing requirements as needed
- Partner with administrative teams to ensure smooth matter onboarding and transition into active workflow
- Assist with special projects related to intake process improvement, system enhancements, or compliance initiatives
- Perform other duties as assigned
- High school diploma or equivalent (associate or bachelor’s degree preferred)
- 3 years of law firm intake, conflicts, or legal administrative experience, preferably in a mid-to-large law firm environment
- Experience with Intapp and Aderant strongly preferred
- Familiarity with client portals and outside counsel guidelines
- Strong understanding of legal conflicts principles and ethical compliance requirement
- Exceptional attention to detail and organizational skills
- Ability to manage multiple priorities in a fast-paced environment
- Strong written and verbal communication skills
- High level of professionalism and discretion in handling confidential information
Equal Opportunity Employer
Kahana Feld provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Job Type
Full-Time, Non-Exempt
Supervisory Responsibilities
None
Work Location
Hybrid
Physical Requirements
Primarily sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading. Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. Must have the ability to walk short distances, and/or drive a vehicle to deliver and pick up materials. Work can be performed with or without accommodations.
Travel
5 – 10% domestic travel by ground and or air, dependent on firm needs