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Business Intake Specialist

Job ID: 4798

Updated: Oct 16, 2018

Location: Chicago, IL, United States

Category: Conflicts Docket/Records Mgmt


About Kirkland & Ellis

Kirkland & Ellis LLP is a preeminent, full-service law firm with offices around the world and a staff as diverse as the practice areas we support. Our clients range from Fortune 100 companies to medium and small corporations, financial institutions, and private equity firms.  Known for our commitment to excellence, Kirkland strives to provide superior service to our clients as well as our fellow employees. From Information Technology to Human Resources, Paralegal Services to Business Development, Kirkland offers non-attorney professionals challenging careers in a variety of functional areas. Whether starting or growing your career, Kirkland can offer a performance-driven culture filled with bright and innovative teams of co-workers.

Essential Job Functions

The Business Intake Specialist (in rotation with other members of the Business Intake team) is responsible for all aspects of business intake processing: new clients, new matters for existing clients, revisions to existing clients and matters, new hires, information security, and director/officer positions.  Facilitate and monitor the workflow of new client matters through the intake program, provide data entry using Firm systems, provide team support services and research for processing conflicts of interest and assist in the resolution of any conflicts by working with various parties and resources.

The Business Intake Specialist has these core responsibilities:

  • Under the direction of the Business Intake Supervisor and Risk Management leadership, ensure that all information submitted through the Kirkland & Ellis New Business Intake (KENI) system or other means is of the highest quality.
  • A comfortable command of conflict of interest concepts, know your client regulations, Firm specific business rules, relational databases and grammar rules is required. 
  • Responsible for the accuracy, thoroughness, and completeness, both current and historical, of all client-matter information gathered and reported throughout the Firm.  

ESSENTIAL JOB FUNCTIONS

  • Monitor and process all requests coming into the Business Intake Department (via e-mail, phone, or KENI).  Perform preliminary research as to type of search and correct client status.  Research new clients and other parties involved prior to assignment for conflicts searching.
  • Handle requests for revisions to existing client and matter level records (including verification and any research needed).
  • Process new client and new matter forms, including clarity, completeness, and additional parties. Verify all information needed by Finance, Accounting, Marketing, Records, Pro Bono and IT staff is accurate using SFA charts, Special Accommodations tables, Electronic Billing, Billing Assistant assignment guidelines and policies.
  • Prepare, assign, and monitor submissions which need additional approvals (pro bono, IP, one time, SFA, etc.).
  • Research (financial and media) and prepare submissions going to the New Matter Screening Committee (NMSC), New Business Executive Committee (NBEC) and/or additional approvers.  Monitor status on daily/weekly basis. 
  • Research (client identification and verification) and prepare submissions going to the Money Laundering Reporting Officer (“MLRO”) for Firm required Anti-Money Laundering/Know Your Client approval.  Monitor status on daily/weekly basis. 
  • Edit, update, and maintain all client matter records in the LegalKEY database.
  • Review, amend, and clarify all information related to new hires and add new candidates to LegalKEY along with parties involved and ethical wall information.
  • Review, confirm, amend, and distribute daily and weekly new matter and hire reports.
  • Review conflicts reports and analysis for accuracy and content to assist with resolving direct potential conflicts of interest before assigning to NMSC or assigning numbers.
  • Perform information security set-up and maintenance on existing clients and matters (including new hires). Draft new screening memos and revisions to existing screening memos for review by the Professional Responsibility Partner.
  • Oversee collection of required engagement and waiver documentation and monitor attachment to requests in KENI and client matters in DMS and LegalKEY.
  • Technical liaison (Risk Management Integration Specialist and User Support).
  • Training liaison -- attend Training/Orientation sessions for new employees.
  • Recognizing when additional hours are needed to meet department goals. Working after hours in evening and on weekends as needed. Be available for emergency urgent requests.
  • Special projects as assigned.
  • Conduct client-matter review in the conflicts system.
  • Teach departmental processes and systems to new employees in Business Intake & Conflicts (often times using telecommunications conferencing).
  • Assist in reviewing and assessing current company research resources for accuracy and efficiency.
  • Provide high-level customer service to attorneys in varying capacities (assistance with Risk Management systems, conducting compliance reminders, etc.).

Qualifications & Requirements

The ideal candidate will possess five years of related experience, including conflicts searching is required.  Familiarity with online database research and the Internet is required.  Excellent oral and written communication skills, public service orientation, and the ability to analyze complex and often conflicting information are also required.  The Business Intake Specialist should also possess an acute attention to detail, as well as the ability to identify and analyze problems and find solutions. A master’s degree and knowledge of the Firm and its history are preferred.  A bachelor’s degree is required.

How to Apply

Thank you for your interest in Kirkland & Ellis LLP.  To complete an application and submit your resume, please click "Apply Now."

Equal Employment Opportunity

All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

Closing Statement

The www.kirkland.com job postings and recruiting mailbox are for candidates only. If you are a recruiter, search firm or employment agency, and do not have a signed contract with Kirkland & Ellis LLP ("K&E") and have not been asked specifically to submit candidates, you will not be compensated in any way for your referral of a candidate even if K&E hires the candidate. Direct contact with K&E employees in an attempt to present candidates is inappropriate and will be a factor in determining any future professional relationship with the Firm.

 
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