[Remote] Client Data Intake Specialist

Note: The job is a remote job and is open to candidates in USA. Harris Beach Murtha Cullina PLLC is an innovative law firm with over 165 years of success, seeking a Client Data Intake Specialist. The role involves processing new client and matter requests, conducting conflicts checks, and maintaining accurate client and matter data in firm systems.

Responsibilities

• Review and process firm-wide new client and new matter intake requests using the firm’s intake and conflicts systems
• Open, monitor, update, and close client and matter records; ensure accuracy of client, matter, and engagement data
• Review engagement letters and intake submissions for completeness and consistency with firm requirements
• Manage ongoing changes to client or matter data and maintain data integrity across systems
• Work closely with Billing Department to ensure all necessary information is obtained to ensure the matter is ready for invoice processing
• Assist with attorney departures by closing and transferring clients and matters; run reports to support transition needs
• Generate and run various reports related to client, matter, and conflicts data
• Confirm that required conflicts checks have been completed and documented prior to opening new clients or matters
• Train new hires and support staff on matter opening and intake processes as needed
• Define effective search strategies and conduct conflicts searches for new business, lateral matters, and other firm needs
• Perform corporate research to identify corporate affiliations, relationships, and potential conflicts
• Analyze, summarize, and clearly communicate conflicts search results to attorneys and appropriate stakeholders
• Identify potential ethical conflicts and assist with resolution in accordance with applicable rules of professional responsibility
• Work collaboratively with conflicts team members, attorneys, and professional staff to support timely and accurate conflicts resolution

Skills

• 1-2+ years of experience in a law firm or professional services environment
• Sound judgment and a strong sense of accountability, with the ability to work independently and proactively
• Exceptional organizational and time‑management skills, with the ability to prioritize competing deadlines
• Excellent attention to detail and follow‑through in a fast‑paced, deadline‑driven environment
• Demonstrate adaptability and professionalism when managing multiple priorities
• Apply strong analytical skills while handling multiple assignments simultaneously
• Communicate clearly and professionally through strong written, verbal, and interpersonal skills
• Believe in the firm's core values: collaboration, inclusion, ingenuity, respect, integrity, and commitment
• Enjoy working with diverse personalities across all levels of the organization
• Prior experience with client intake, billing, conflicts, or related administrative functions
• Prior conflicts and/or accounting database software experience (i.e. Intapp, Aderant, or equivalent systems)
• An Associate's degree or Bachelor's degree in business or related field

Company Overview

• Harris Beach Murtha offers legal services in intellectual property, data privacy, estate planning, and business law. It was founded in 2025, and is headquartered in Pittsford, New York, USA, with a workforce of 501-1000 employees. Its website is https://www.harrisbeachmurtha.com.

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