Matter Intake & Records Administrator

Matter Intake & Records Administrator

We have an exciting opportunity for a permanent full-time Matter Intake & Records Administrator.  

The Matter Intake & Records Administrator is responsible for implementing the firm’s plan relating to the effective management of client information from intake to disposition.  This plan involves a portfolio of initiatives including File Intake, Conflicts and Records administration.

The main responsibilities for this role include:

Conflicts:

  • Processing conflict searches related to parties involved in new matters to identify potential conflicts of interest;
  • Providing conflict search results to the appropriate lawyers and staff for review and further instructions;
  • Communicating with lawyers and staff as required to resolve questions related to conflict search results.

Client/Matters:

  • Processing all new business intake requests in a timely manner regarding new clients and new matters received with accurate client, client contact and billing information;
  • Ensuring all new business intake request forms contain the information required and have been completed properly by everyone;
  • Communicating with everyone as required to resolve questions and confirm completion of new business intake requests;
  • Processing client and matter maintenance changes in ProLaw, and determining application to all other active matters such as change of address and contact information and change of billing contacts.

Privacy Walls:

  • Ensure all requests for Privacy Walls/Confidentiality Screens are implemented for specific client matters.

Records:

  • Interface with firm members to promote best practices in compliance with our Records Lifecyle Process;
  • Conduct onboarding training with new lawyers and staff as it relates to Records lifecycle: file open through to file close;
  • Execute process for electronic records disposition including but not limited to: producing Closed File database reports, circulation of reports, managing record holds, classification and removal of electronic records and data across systems, completing final disposition;
  • Define and further develop best practices for records management.

Minimum Qualifications and Skills:

  • A post secondary education, a certificate or diploma from a recognized community college or equivalent related work experience;
  • Knowledge and experience with records management, preferably in a professional services environment;
  • Demonstrated leadership skills including coaching, directing, problem-solving;
  • Two years office experience, preferably in a legal environment;
  • Exceptional attention to detail and accurate work product is imperative;
  • Excellent organizational skills including recording keeping, data collection and system information ;
  • Excellent written and oral communication and interpersonal skills – a team player;
  • Professional and positive attitude;
  • Ability to provide quick turnaround of urgent requests, while delivering accurate results.

We offer a technologically advanced work environment with exposure to industry specific computer applications supported by a comprehensive training and ongoing support program.

McKenzie Lake is an equal opportunity employer and will work with and accommodate persons with disabilities throughout the entire recruitment, selection, and on-boarding process. 

Qualified candidates are invited to submit a detailed resume with a cover letter to our Chief Administrative Officer Dianne Elliott at dianne.elliott@mckenzielake.com.

We thank all applicants for their interest and advise that only those under consideration will be contacted.