Intake Specialist - Multiple Offices (Hybrid)

Reporting to the Director of Domestic & Global Intake, the Intake Specialist is responsible but not limited to analyzing new business intake forms, rate and engagement agreements, pulling ad hoc reports and onboarding and off boarding attorneys.

This is a Hybrid position requiring 2 days in the office per month and can be resident in Cleveland, Dallas, Kansas City, Phoenix or Portland, OR.

Responsibilities

• Accountable for analyzing all new business intake forms and ensure all necessary information is entered into the system within given time constraints. Ensures all appropriate documentation is collected, reviewed, and on file. Accountable for making sound decisions as whether to escalate when an irregularity occurs.
• Responsible for understanding all facets of a law firm, i.e., billing, e-billing, EPLI, conflicts, calendar, records, collections, attorney compensation, budgeting, accruals, and A/P in order to effectively set up clients/matters and ensure compliancy.
• Analyze rate agreements to determine the best, most efficient way, to set up the clients/matters for billing success.
• Responsible for the onboarding of Laterals and off boarding departed attorneys from the firm; this includes ensuring all portable business is vetted and setup in compliance with attorney/client guidelines for laterals and adhering to all policies and procedures.
• Responsible for quality controlling over 150 new clients/matters opened on a daily basis, ensuring all new clients and matters are compliant with the client billing agreements, EPLI guidelines, rates, attorney splits, task and activity codes, exceptions, etc., as well as consistent communication with the New Business Intake specialists, Attorney Practice Coordinators, and Attorneys to ensure all necessary documents have been received and implemented.
• Analyze and review engagement agreements, outside counsel guidelines, and billing guidelines to determine the best way to set up the clients within the accounting system.
• Analyze and recognize potential international matters from our Swiss vereins, and ones the U.S. is referring to our vereins, ensure they are set up and identified correctly, the attorneys receive appropriate referral credits, and the international billing guidelines are adhered to.
• Analyze attorney splits throughout the year; which includes year-end adjustments, specialized reporting, implementation, and compliance with all Matter Splits Guidelines, Client Origination Guidelines, and Hypotheticals.
• Responsible for monitoring over 7 high volume workflows to ensure tasks and requests have been addressed within 24 hours to 48 hours.
• Analyze and pull ad hoc reports for attorneys and other internal staff.
• Responsible for all matter maintenance; updating rates, matter names, addresses, revaluing and/or transferring time, billing changes, EPLI, split matters, volume discounts, joint billing, attorney splits, etc.
• Accountable for clear communication, prompt response, and excellent service toward attorneys and staff at all levels in assisting with intake and billing requests.
• Responsible for the 3E setup for all new timekeepers (billable and nonbillable), as well as continuous timekeeper maintenance, including rates, location, department, title, attorney levels, years of experience, etc.
  
  

Qualifications

• Demonstrated familiarity with 3E or other new business intake software a plus. Demonstrated proficiency with Microsoft Outlook and Word.
• Pay close attention to detail and accuracy, and open to constant change.
• Demonstrated ability to organize and prioritize numerous tasks, address tasks in a logical sequence and minimize errors while maintaining quick turnaround times
• Demonstrated ability to communicate with and effectively follow the direction of a diverse group of attorneys and staff, and to provide good customer service to all levels of an organization.
• Demonstrated familiarity with elements of new business intake in a law firm, such as engagement letters, allocation of credit, and types of billing arrangements and methods.
• Effective collaboration and communication between department team members, accounting & finance group departments, and other corporate / firm departments.
  
  

Education And Certifications

Preferred: Bachelor’s degree

Experience Required

Minimum 2 years relevant experience in a law firm or other relevant accounting/finance experience.

About Littler

Littler is the largest global employment and labor law practice in the world exclusively devoted to representing management. With more than 1,800 attorneys in over 100 offices worldwide, Littler serves as the single source solution provider to the global employer community. Consistently recognized in the industry as a leading and innovative law practice, Littler has been litigating, mediating and negotiating some of the most influential employment law cases and labor contracts on record for over 75 years.

Littler’s unparalleled commitment to labor and employment law helps clients navigate a complex business world with nuanced legal issues—building better solutions for clients’ toughest challenges. With deep experience and resources that are local, everywhere, Littler is fully focused on its clients. With a diverse team of the brightest minds, Littler fosters a culture that celebrates original thinking. And with powerful proprietary technology, Littler disrupts the status quo—delivering bold, groundbreaking innovation that prepares employers not just for what’s happening today, but for what’s likely to happen tomorrow.

Benefits

We offer a generous benefits package to full-time and part-time employees working at least a 50% schedule. Benefits include comprehensive health, dental and vision plan for you, your spouse/domestic partner and children. In addition, we provide a superior 401(k) plan, ample time off programs, mental health programs, family building and caregiving, generous paid parental leave, life insurance, disability insurance, a wellness program, flexible spending accounts, and an employee referral bonus program.

For more information about our benefits visit: www.littler.com/benefits/state-details.

For more information about our firm visit: www.littler.com.

Littler welcomes submissions of candidates for our open positions exclusively from search firms with an active, signed fee agreement through our dedicated 'Search Firm Portal' below. We are unable to consider submissions from search firms without a current agreement in place. We appreciate your understanding. For collaboration inquiries or to establish an agreement, please contact us at talentacquisition@littler.com.

For inquiries regarding this opportunity, please e-mail Pam Jackson at pjackson@littler.com with "Intake Specialist" in the subject line.

Littler Mendelson is proud to be an equal opportunity employer.

This job posting is a general description of the types of responsibilities that are required of an individual in this job. It is not intended to be a complete list of the responsibilities, duties and skills that may be required for this job.

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