Business Intake Specialist

When applying, please submit a resume and cover letter.

Just a few of the reasons you might love working for Holland & Hart LLP!

• Challenging and engaging work in a niche area
• Positive team atmosphere
• hour week Monday Friday
• No night and weekend hours
• Hybrid schedule
• Work-life balance
• Opportunity for advancement
• Robust and competitive benefit package
• Generous PTO and paid holidays

Keep reading to learn even more about this position and our team!

General Purpose :

The Business Intake Specialist supports the attorneys and Business Intake team in the Office of General Counsel. They provide attorneys with a reliable, efficient, and seamless new business intake onboarding experience.

They effectively procure, research, analyze, and capture the required key information received from the attorney, while expertly navigating the requirements of the intake process.

This role helps to ensure accuracy and efficiency when clients are onboarded and matters are opened. The Business Intake team plays a critical role in supporting the firm’s risk management, and contributing to client satisfaction and revenue.

Essential Duties / Responsibilities :

• Responsible for assisting the Managing Counsel & Director of Ethics, EBI Counsel, Business Intake Manager, and New Business Intake Supervisors with various administrative tasks such as expense reports, formatting letters, conference room reservations, preparing mailings, ordering food for events, coordinating event planning for training sessions, and other reasonable administrative Department-related responsibilities.
• Completes intake request clean-up, such as updating Attorney and Legal Assistant pairing changes on active intake requests within Intapp.
• Responds to inquiries from firm personnel asking for copies of existing engagement letters.
• Maintains the responsible attorneys Business Intake Specialist document management folders and files approved engagement letters in the appropriate locations.
• Under general oversight, accurately captures and analyzes key data received from billing attorneys to open new matters or add parties to existing matters from start to finish in an accurate and efficient manner providing the billing attorney with an exceptional intake experience and ensuring the firm complies with matter set up obligations. This entails :

clearly communicating the intake needs of the firm to the responsible attorney in a manner that results in obtaining the necessary information,performing entity research and analysis utilizing the internet, Lexis Diligence, Capital IQ, and various government websites to determine the complete names of entities, correct relationships and affiliations of each party, and determining the structure of entities involved to ensure accurate recording of information and to uncover relevant information helpful for conflict report generation and conflict clearances,drafting engagement letters to ensure the proper clauses are incorporated based on each unique matter and that the firm’s standard terms of engagement are in place with the client,complying with firm policies and procedures, andnavigating the electronic business intake system.

• Under general oversight, works with responsible attorneys by generating reports that identify active intake requests that have become dormant and resolves them to completion.
• Under general oversight, completes intake clean-up updates in the electronic business intake system for active intake requests created for departed billing attorneys.
• Learns how to respond to Department emails, under general oversight.
• Learns to complete late shift assignments such as responding to emails and initiating the intake process under general oversight.
• Learns to assist with lateral attorney hire client onboarding under general oversight as needed.
• Learns to perform review and approval of signed Engagement Letter Follow Up requests and monitoring the inactivation and rejection spreadsheet under general oversight as needed.
• Provides support and assistance on important team projects and initiatives, as requested.
• Collaborates with Ethics & Business Intake staff as assigned.
• Handles and safeguards sensitive and confidential information daily and maintains client and employee confidence by complying with appropriate policies and procedures.
• Assists with other duties and projects as assigned.

Competencies :

Communication Understands the importance of and demonstrates verbal, written, and non-verbal communications.

Customer / Client Experience Creates a consistent and exceptional experience for others, whether directly to external clients / customers or indirectly through internal support, that elevates the overall perception of the firm.

Job Knowledge and Technical Skill Demonstrates an understanding of objectives, duties, responsibilities, and expectations of the job with exceptional quality work.

Team Player Works within team and cross-functionally to meet required results.

Supervisory Duties (if applicable) :

This position has no supervisory responsibilities.

Job Qualifications (Education, Experience and Certification) :

• Bachelor’s degree or equivalent experience preferred.
• Three years experience as office assistant or a similar role required. Experience working at a law firm preferred.
• High level of proficiency using personal computers, database software, Adobe, Windows applications, and online research tools.

Experience with Aderant Expert, Intapp products, Lexis Diligence, and Capital IQ a plus.

• Good spelling, writing, editing, formatting and proofreading skills. Above average typing and ten-key skills.
• Requires initiative, an inquisitive nature, positivity, and the adoption of solution-based approach in all aspects of work.
• Strong attention to detail, critical thinking, and analytical skills.
• Requires good time management, organizational and planning skills to prioritize and handle detailed and repetitive work, and to assess, recommend and implement improved work procedures.
• Ability to work under pressure and maintain composure with minimal supervision.
• Requires good interpersonal / communication skills with a positive customer service-oriented attitude, high level of professional integrity, and ability to maintain confidentiality and build trust to work effectively with personnel at all levels within the firm.
• Willingness to work flexible hours when necessary to meet departmental deadlines.

Physical Requirements :

• While performing the duties of this position, the employee must have the ability to sit, stand and / or walk for extended periods of time;
• manipulate (lift, carry, move) weights of at least ten (10) pounds; have repetitive wrist / hand / finger movement to work on a computer and / or related office equipment;

speak clearly and concisely so listeners can understand; and regularly understand the speech of another person.

The physical demands described here are representative of those that must be met by this position to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment :

Professional office atmosphere. Sedentary work that primarily involves sitting or standing for prolonged periods. Position may require occasional off-hour meetings and events.

Travel may also be required to firm office locations.

The work environment characteristics described here are representative of those this position may encounter while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Note : This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by job holders within this job.

However, this job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.

Holland & Hart offers of employment take into consideration a candidate’s education, training, and experience, as well as the position's work location, external market and internal value, including seniority and merit systems, and internal pay alignment when determining the salary level for potential new employees.

Colorado Salary Range - $ to $ per hour. A discretionary bonus may be available based upon performance.

The application window is anticipated to close on or after Monday, April 1, 2024.

Holland & Hart works hard to promote work / life balance with a scheduled work week for most staff employees, a robust wellness program, and generous PTO and holiday pay for eligible employees.

Full-time employees become eligible for benefits on the date hire, with a benefits offering that includes medical, dental, vision, life, AD&D, EAP, STD, and LTD.

Also available are voluntary income protection benefits such as supplemental life, accident, critical illness, and long-term care insurances, as well as a 401(k)-retirement plan with a company match.

In addition, the firm has programs that may provide for educational assistance, free or discounted legal services, and opportunities through the Holland & Hart Foundation, which is a non-profit organization dedicated to creating volunteer opportunities for lawyers, staff, families, and friends of Holland & Hart LLP.

Part-time employees may have access to some of these benefits, which may be on a pro-rated basis.