Client Intake Specialist

FBT Gibbons LLP is a national law firm focused on serving companies operating and investing in the middle market. With nearly 1,500 employees across 26 offices, we support clients ranging from large multinationals to mid-sized businesses and growth-oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service to our clients, colleagues, and the communities we serve. 

At FBT Gibbons, diversity enriches our vibrant culture and empowers our teams to achieve more together.  We welcome talented professionals who bring valuable skills, a collaborative mindset, and a shared commitment to helping our firm and clients thrive.  Here, you’ll make meaningful contributions, collaborate with exceptional colleagues, and build a career that grows with your skills and ambitions.

We are currently seeking a Client Intake Specialist to support critical client onboarding and conflicts review functions that are essential to delivering timely and accurate service across the firm.

The ideal candidate is organized and collaborative, with strong judgment and the ability to analyze information, identify issues, and communicate clearly with a range of stakeholders.

This position is eligible for remote work in Charleston, WV; Cincinnati, OH; Columbus, OH, Dallas, TX; Florence, KY; Houston, TX, Indianapolis, IN; Lexington, KY; Louisville, KY; Nashville, TN; Pittsburgh, PA; or West Chester, OH.

Key Responsibilities: 

• Review, analyze and process electronic client intake forms.
• Communicate with the firm's Conflicts Attorneys, Client Intake Manager, Conflicts Counsel, attorneys and legal practice assistants regarding information on client intake forms and conflicts search reports.
• Conduct conflicts searches using the firm’s database systems.
• Review and process information gathered from conflict searches and generate corresponding reports.
• Prepare clear and concise summaries of conflict search results.
• Identify and report performance issues with client intake and conflicts software.
• Collaborate with the billing team to maintain accurate and up to date client and matter data, including contact information, billing attorney assignments, and originating credit.

Job Requirements:

• Bachelor’s Degree required.
• Proficiency in Microsoft Office applications, including Word and Outlook, along with experience working with databases.
• Ability to develop and execute search strategies to obtain accurate results from electronic databases.
• Ability to synthesize complex or diverse information, to collect and research data and to use intuition and experience to analyze data.
• Strong customer service skills, with the ability to respond promptly and professionally to requests from employees at all levels, including in challenging situations.
• Ability to produce clear and concise written communications, including conflicts report summaries and email correspondence.
• Strong attention to detail, with accurate and efficient data entry skills.
• Ability to follow instructions provided in various formats and apply sound judgment in resolving routine problems with multiple variables.    
• Ability to deliver exceptional client service, demonstrate flexibility, adapt to changes, and work in a team-oriented environment.

FBT Gibbons is fully committed to equality of opportunity in all aspects of employment. It is the policy of FBT Gibbons to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.

FBT Gibbons offers a competitive salary and a comprehensive benefits package, including health care coverage (medical, dental, and vision), life insurance, short- and long-term disability, paid parental leave, employee wellbeing and EAP programs, paid time off, and a 401(k) retirement plan with employer matching and profit-sharing. Benefit offerings and eligibility vary by location and are subject to applicable plan terms and legal requirements.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Applicants must be authorized to work in the United States without current or future employer sponsorship. FBT Gibbons does not provide visa sponsorship for this position.

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