Financial Intake Coordinator

Overview

The organization is seeking a Financial Intake Coordinator to join the Accounting Department in any one of its office locations. This is a full-time, non-exempt position.

This role supports the financial intake process for new and existing clients, including reviewing and processing client and matter requests, ensuring accuracy and compliance with firm billing and accounting standards. The coordinator also reviews outside counsel guidelines and engagement letters to confirm that client and matter setups meet contractual and operational requirements.

Responsibilities

• Ensure timely and accurate setup of clients and matters in the firm’s financial system, maintaining a high standard of quality control.
• Manage synchronization and ongoing maintenance of data between the accounting system and the new business intake platform.
• Maintain and update client and matter information in the accounting database, including:
  • Address changes
  • Rate setup and management
  • Matter origination
  • Matter status changes
  • Participation in data cleanup initiatives
• Review and implement special billing arrangements in accordance with outside counsel guidelines and client engagement terms.
• Conduct due diligence checks for all new client engagements.
• Respond promptly to inquiries and requests from attorneys, legal assistants, billing personnel, and other administrative departments.
• Support other departmental initiatives and perform additional tasks or special projects as assigned.

Requirements

• Strong organization and time management skills, with the ability to prioritize complex, detail-oriented tasks and make sound, informed decisions.
• Exceptional attention to detail, analytical skills, and strong critical thinking abilities.
• Familiarity with database systems and supporting interface platforms; ability to understand and work within integrated systems.
• Excellent written and verbal communication skills.
• Effective interpersonal skills, with the ability to interact professionally and tactfully with individuals at all organizational levels.
• Ability to exercise sound judgment and maintain strict confidentiality when handling sensitive information.
• Strong customer service orientation and flexibility to take on additional responsibilities within the department as needed.
• Willingness to work overtime during peak periods, including month-end and year-end close.
• College degree is preferred. A high school degree or equivalent is considered with relevant experience.
• Experience with Aderant (accounting database), Intapp Intake (new business intake database), electronic workflow systems, and other standard software (Word, Excel, and Adobe Acrobat, etc.) strongly preferred.

Compensation & Benefits

• Compensation: National average salary range for this position is $44,000 - $84,000. Starting salary will be determined based on location, qualifications, and experience.
• Benefits: Medical Insurance, Dental Insurance, Vision Insurance, Health Savings Account, Flexible Spending Accounts, Life insurance, Disability Insurance, Paid Parental Leave, 401(k) Plan, Paid Days Off/Vacation, Firm Paid Holidays.

Location

• Any one of the organization’s office locations.

Application & Screening Notes

• Colorado candidates: Not required to submit age-related information and may redact personally identifiable information on application materials, including age, date of birth, and dates of attendance and date of graduation for educational institutions.
• Deadline: This position does not have a fixed deadline. The posting will remain open until the position is filled and all necessary due diligence has been completed for the selected candidate.
• Fair Chance notice: The organization will consider all qualified applicants for employment, including those with arrest or conviction records, in a manner consistent with applicable federal, state, and local laws, including the California Fair Chance Act, the City of Los Angeles Fair Chance Initiative for Hiring Ordinance, the Los Angeles County Fair Chance Ordinance for Employers, and the San Francisco Fair Chance Ordinance.
• Los Angeles County applicants: Material job duties for this position are listed above. Criminal history may have a direct, adverse, and negative relationship with some of the material job duties of this position, including duties and responsibilities listed above, as well as the abilities to adhere to firm policies, exercise sound judgment, effectively work safely and respectfully with others, exhibit trustworthiness, and safeguard business operations.