Intake Manager

Zelle LLP is an international litigation law firm with nine offices across the United States and one in London. The one hundred attorneys who practice at Zelle specialize in complex insurance and antitrust litigation for a broad range of clients.  We are not your typical law firm. Our commitment to building community, culture, diversity, focusing on shared financial rewards, and career growth are the core values that make Zelle a different kind of firm.  

Job Title: Intake Manager

FLSA Status: Non-exempt

Supervisor: Controller

Summary: Zelle LLP is hiring an Intake Manager to oversee firm-wide client intake processes. This role will work closely with attorneys, firm management, and various support staff to ensure accurate, timely billing and compliant matter management firmwide.

Essential Duties and Responsibilities: 

• Opens new matters across the firm, ensuring accurate setup in management system (IntApp and Aderant) 
• Communicates efficiently with Legal Assistants, Attorneys, and key Client contacts regarding possible issues related to the matter opening process to obtain complete and accurate information 
• Cross references insurance carrier guidelines and attorney correspondence with clients to ensure assigned billing rates are correct, update rates on existing matters as necessary
• Clearly and quickly communicates the pertinent details of a client matter, upon request
• Works with Conflicts team attorneys to open matters 
• Works with Billing team to ensure matter details are being maintained as required
• Ensures all Firm procedures and policies are accurately followed before new clients or matters are opened
• Provides support on all phases of Matter Maintenance tasks
• Builds relationships with people in various departments, including Attorneys, Management and Staff to ensure proper outcomes as well as key client relationships 
• Works independently on assigned projects, identifying and utilizing the most efficient methods and software applications
• Identifies and implements process improvements to shorten cycle and improve data integrity
• Assists the Billing Team with facilitating e-billing matter set up in client e-billing systems
• Manages the closing process for completed matters
• Assists with special projects and additional duties as assigned, some billing may be required

Knowledge, Experience, and Skills Required:

• College degree or equivalent experience required
• 5 years or more experience in new business intake with a law firm
• Accuracy and attention to detail is essential along with an understanding of how the role affects the overall system, legal process, and impact on Firm performance
• Detailed-oriented with the ability to multi-task, prioritize and effectively manage day-to-day tasks
• Proficiency in data entry, processing, researching, cross-referencing and validating data
• Ability to produce accurate work in fast-paced environment with strict deadlines
• Strong communication and interpersonal skills for interacting with clients and internal Zelle team effectively
• Maintains a courteous and professional demeanor, with a positive attitude
• Experience providing excellent customer service and an understanding of good customer service principles
• Exceptional written and verbal communication skills
• Ability to work with and maintain confidential and sensitive information 
• Demonstrates consistent focus when managing repetitive tasks 
• Excellent critical thinking and problem-solving skills, thinks things through and evaluates potential consequences before acting
• Experience in initial case management duties such as setting up initial files, entering data, and obtaining additional information when necessary
• Comfortable with navigating, exploring, and mastering new computer systems
• Ability to learn quickly and solve problems or navigate in unfamiliar systems with little instruction 
• Experience with Microsoft Office (Word, Excel, Zoom, etc.) required
• Experience using Aderant along with IntApp is preferred

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.