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New Business Intake Analyst

The New Business Intake Analyst is responsible for handling all procedures related to the opening, modifying and closing of client/matter numbers, including financial and business risk review and approvals.
ESSENTIAL FUNCTIONS:
  • Ensure timely review, quality control, and analysis of new client and/or new matter worthiness which requires current (and continually updated) knowledge of relevant risk management and firm business related policies.
  • Correspond with lawyers and legal administrative assistants and serve as a liaison with Accounting and Conflicts teams to maintain efficiency and accuracy in the exchange of information utilized and maintained in the Firm’s client/matter intake and financial systems.
  • Maintain client and matter information in firm systems, including but not limited to, updates to billing information, managing rate exception set-up, executing name changes, managing updates to billing or origination changes, updates to matter status, and edit other system fields, as needed.
  • Review and implement special billing arrangements to comply with outside counsel guidelines.
  • Interpret billing arrangements and communicate effectively with attorneys and Accounting for set-up and modifications.
  • Assist with the annual billing rate adjustment process to review and update special billing arrangements and firm billing rates.
  • Responsible for assisting with all processes related to maintaining, tracking, monitoring and auditing engagement letters, outside counsel guidelines and payment of retainers.
  • Responsible for assisting with all processes related to the automated close of inactive clients and/or matters to ensure firm systems contain accurate data on active firm business.
  • Responsible for assisting with all processes related to the review and enforcement of general matter policies and usage of general numbers by firm timekeepers.
  • Escalates issues as needed to the New Business Intake management.
  • Assist New Business Intake management with all responsibilities related to client information and data requests, client audits, client questionnaires.
  • Assist New Business Intake management with all responsibilities related to internal firm processes related to auditing clients/matters post-engagement.
  • Must be able to work with other team members to help team to evolve, grow, and comply with deadlines and time sensitive issues.
ADDITIONAL FUNCTIONS:
  • Assist with special projects, as assigned.
  • Regular and predictable attendance is an essential function of the job.
QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS AND ABILITIES):
Education:
  • High School diploma or equivalent required. Bachelor’s Degree preferred.
Experience:
  • Approximately two (2) years of prior experience in a law firm setting (or equivalent) performing new business intake and/or billing related functions is preferred.
  • Experience with the use of Conflicts and/or New Business Intake tools such as Intapp Open, Elegrity, Metastorm, etc.
  • Experience with the use of Elite (Enterprise or 3E), Aderant, etc.
Knowledge, Skills, & Abilities:
  • Ability to organize and prioritize numerous tasks and complete them under time constraints.
  • Interpersonal skills necessary to communicate and follow instructions effectively from a diverse group of clients, attorneys and staff.
  • Written communication skills necessary to deliver complex answers to or ask thoughtful questions of attorneys, management, and staff.
  • Comprehensive working knowledge of relevant financial risk and business conflict related policies.
  • Ability to work efficiently and effectively with minimal supervision in an environment with multiple projects, shifting priorities and tight deadline.
  • Proficiency in a Microsoft Windows based environment required.
  • Knowledge of basic conflicts of interest and new business intake principles.
  • Work occasionally requires more than 40 hours per week to perform the essential duties of the position; may require irregular hours.
WORK ENVIRONMENT & PHYSICAL DEMANDS:
  • This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 
  • To be on-site in a Fox Rothschild LLP office, an individual must either be fully vaccinated or test weekly and wear a mask while in the office.
PHYSICAL REQUIREMENTS
Sedentary work: Exertion of physical strength to lift, carry, push, pull, or otherwise move objects up to 10 pounds. Work involves sitting most of the time. Walking and standing is often necessary in carrying out job duties.
VISUAL ACUITY
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.
DISCLAIMER
The above is intended to describe the general content of and requirements for the performance of this job. It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities, or requirements the employee may be required to perform, and the employee may be required to perform additional duties. Additionally, management reserves the right to review and revise the job description at any time. Employment with the firm is at-will. Employees must be able to satisfactorily perform all of the essential functions of the position with or without a reasonable accommodation. If an accommodation request would cause an undue hardship or a safety concern, the individual may not be eligible for the position.
Equal Opportunity Employer – vets, disability