Client Intake Coordinator

2 weeks ago

Vancouver, British Columbia, Canada JFK LLP Full time $60,000 - $90,000 per year

Position Overview

The Client Intake Coordinator oversees the full lifecycle of client matters—from initial intake and conflict checks to file opening, maintenance, and closure. This role ensures compliance with firm policies, legal regulations, and best practices in risk management and information governance. The coordinator collaborates with lawyers, administrative staff, and acts as a key liaison for client onboarding and file management. The position collaborates with staff and supports process improvement initiatives.

Key Responsibilities

Client Intake & Onboarding

  • Review and process new client/matter intake requests, ensuring accuracy and completion.
  • Conduct research on new intake requests against the firm's conflicts database and external sources.
  • Ensure all client identification and verification requirements are met.
  • Liaise with lawyers and staff to resolve intake issues and escalate unresolved matters.

Conflict Checks & Management

  • Collaborate with Legal Support Services to ensure the completion of accurate conflict checks for new matters, lateral hires, and client intake.
  • Assist with evaluating conflict search results and clear potential conflicts according to firm policies.
  • Maintain up-to-date records of conflict checks and resolutions.
  • Prepare concise reports summarizing conflict search results and escalate unresolved issues as needed.
  • Stay informed about changes in legal regulations and industry standards related to conflicts of interest.

File Opening and Closing

  • Manage the opening and closing of physical and electronic files in accordance with firm procedures, policies and legal/regulatory requirements.
  • Implement and monitor records retention and destruction policies, including court-ordered document handling.
  • Assist with the coordination of scanning, indexing, and offsite storage activities to reduce reliance on physical files.
  • Facilitate client file transfers and ensure timely and accurate release of records.

Compliance & Risk Management

  • Ensure all client identification and verification procedures are completed and documented.
  • Support the firm's broader risk management framework by integrating conflict and records policies.
  • Promote awareness of compliance protocols among legal support staff and lawyers.
  • Maintain strict confidentiality with client and firm information.

Team Leadership & Collaboration

  • Collaborate and support staff involved in file and conflicts processes.
  • Provide training on file management systems and conflict procedures.
  • Collaborate with IT, Finance, and Legal Support Services to streamline workflows and improve service delivery.
  • Develop and implement process efficiencies and best practices.
  • Evaluate and recommend technology solutions to enhance team efficiency and accuracy.

Qualifications

  • Diploma or degree preferred, post-secondary education in business or legal administration, law clerk or paralegal, or equivalent experience.
  • Minimum 3 years of experience in law firm operations, records management, or conflicts analysis.
  • Proficiency in document management and conflicts software (i.e. iManage and Cosmolex).
  • Strong organizational, analytical, and communication skills.
  • Excellent attention to detail and keyboarding accuracy.
  • Ability to manage multiple priorities in a fast-paced, detail-oriented environment.
  • Demonstrated discretion and commitment to confidentiality.
  • Knowledge of Microsoft Office Suite and document management programs.

Indigenous applicants are encouraged to apply.

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