Intake Coordinator
Buffalo, NY US
Job Description
The Intake Coordinator is responsible for accurately entering and managing data related to new matter setups within the company. This role ensures all information is properly entered into the system to support timely usage by timekeepers and the billing department.
Essential Functions:
Data Entry and Maintenance:
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Accurately input data for new matter setups.
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Regularly update and maintain databases to ensure records remain current and error-free.
Quality Control:
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Verify data accuracy by cross-checking source documents and resolving discrepancies.
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Conduct regular audits and quality checks to ensure compliance with company standards.
Collaboration:
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Work closely with Legal Assistants to gather required information and streamline data collection for new clients, new cases.
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Troubleshoot data-related issues by coordinating with relevant departments.
Documentation:
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Maintain detailed documentation of data entry procedures and system changes.
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Generate reports as needed for management review and operational planning.
Process Improvement:
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Partner with the Librarian to identify opportunities for process automation and enhance data accuracy.
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Recommend workflow changes to improve efficiency.
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Cross-train with other Accounting department roles as needed.
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Perform administrative tasks as required.
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Perform other related duties as assigned.
Education/Experience:
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High school diploma or equivalent required.
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Additional certification in data management, legal studies, or administration is a plus.
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Experience in a legal or professional office setting performing administrative, records, billing, or data entry tasks preferred.
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Familiarity with client/matter intake processes or document management systems is desirable.
Knowledge/Skills:
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Excellent attention to detail and strong organizational skills.
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Understanding of common legal terms and distinctions between practice areas.
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Quick learner with the ability to multitask and manage multiple client accounts or matters while maintaining accuracy.
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Proficiency in Microsoft Office products.
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Familiarity with law firm software, data entry systems, spreadsheets, and database management is a plus.
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Strong communication skills and the ability to work effectively in a team environment.
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Ability to meet tight deadlines while maintaining high accuracy levels.
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High degree of professionalism when handling client interactions and billing issues.
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Knowledge of maintaining confidentiality in line with legal industry standards, especially with sensitive client information and billing data.
The base salary range for this role is $47, 500 to $50, 000. This base salary range represents the low and high end of the base salary range for this position. The actual base salary offered will vary based on various factors and may go higher based on exceptional experience.
Meet Your Recruiter
Peggy Koch
Vice President, National Recruiter
Peggy joined our staff in 2020 bringing 15 years of recruiting experience, and 20+ years of solid experience to the DCM team! In addition to her degree in Marketing from SUNY Alfred State, she has a demonstrated history in successful placements in the areas of Marketing, Legal, Human Resources, Medical, Accounting/Finance and Engineering. Peggy prides herself on working tirelessly to help clients and candidates alike find a great fit for their businesses and careers. Taking her passion for recruitment outside of the workplace, Peggy has used her volunteer time to speak at local colleges to help student-candidates early on in their careers with critical skills for future success such as guidance on creating a solid resume, conducting a successful job search, and the all-important interview preparation.
When not working hard recruiting, Peggy enjoys traveling and exploring new places, gardening, and baking.