Supervisor, Client Intake - Pasadena, United States - Lagerlof, LLP

Lagerlof, LLP
Lagerlof, LLP
Verified Company
Pasadena, United States

3 weeks ago

Mark Lane

Posted by:

Mark Lane

beBee recruiter
Description

JOB SUMMARY:

The Supervisor of Client Intake & Records role is responsible for the oversight and coordination of all assigned client file-related matters, such as organization of key documents (e.g., Legal Service Agreements at point of client intake), labeling of folders, preparation of reports, maintenance of records, delivery of correspondence and other related duties.

Reporting to the Manager of Office Services & Facilities, and with support from the firm's Accounting Team and Office Services Team, the Supervisor of Client Intake & Records will take a focused approach to ensuring the creation, maintenance, safety, organization, and transfer of client files (physical and digital).

While living Lagerlof, LLP's core values of "Integrity, Hard Work, Excellence, and Team," the Supervisor of Client Intake & Records will act as a key player in ensuring efficient intra-office operations in support of quality client service.


ESSENTIAL FUNCTIONS:
See essential job functions listed below.

  • Act as primary administrative clerk to review, open, and maintain new client, and matter, intake in all systems.
  • Work closely with administration teams and accounting teams in order to ensure firm guidelines are followed.
  • Collaborate with IT team in maintaining systems updates as it pertains to client intake and records.
  • Support paralegals and attorneys by locating, retrieving, organizing, tracking, and preparing requested files and legal document indices as needed, while corresponding with clients where needed.
  • Ensure all assigned files are updated, filed in appropriate folders (physical and/or digital) and labeled as needed while maintaining compliance with all filing systems while organizing records such as letters, legal documents, case files, correspondence, financial reports, invoices and memoranda.
  • Maintain and update files and databases for documentation such as client records, reports, and policies.
  • Organize large amounts of legal documents and compile as needed, ensuring comprehensive organization for involved parties and security of information with oversight by paralegal, associate, attorney, or supervisor.
  • Supervise direct reports in ensuring fulfillment of all assigned duties, including proper organization, storage, safety and security of all organizational files (client files, letters, bills, etc.).
  • Deliver documentation and packages to/from courthouses, law firms, and other locations as needed.
  • Process other clerical duties as needed, such as organizing mail, faxing, copying materials, scanning documents, maintaining calendars, managing office equipment, and ordering supplies.
  • Demonstrate Lagerlof, LLP's core values of "Integrity, Hard Work, Excellence, and Team" and participate in crossdepartmental and organizational planning and volunteer efforts as needed.
  • Other duties and responsibilities as assigned.

QUALIFICATIONS:
See job qualifications listed below.

  • Minimum of 5 years of experience in records management, finance, accounting, billing, business administration, organizational coordination, or customer service.
  • High School Diploma/GED required; related to law, customer service, business administration, or relevant field(s). Associate's degree preferred.
  • Experience in organizing key information and documents with adherence to policies and protocols.
  • Demonstrated ability to prioritize work, manage time, and organize tasks effectively.
  • Proficient communication skills (written and verbal) with ability to read, interpret, and organize information with accuracy and consistency.
  • Ability to thoroughly organize and prepare business related materials in a timely fashion.
  • Demonstrated ability to work collaboratively with all organizational levels within a diverse and fast paced environment.
  • Proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint, Microsoft Teams) and Adobe Acrobat.

WORKING CONDITIONS, HOURS OF WORK, AND TRAVEL:This role operates in a professional office environment with use of standard office equipment (e.g., computers, internet, phones, filing cabinets). All employees are expected to perform duties that regularly require them to speak, hear, stand, walk, use hands, sit for long periods of time, focus on a computer screen for multiple hours at a time, carry up to 30 pounds, and other reasonable functions. This is a full-time position with standard hours of work being Monday through Friday, 8:00AM to 5:00PM with occasional evening and weekend work required as business needs and job duties demand. A reliable means of travel/transportation to and from company office(s) is expected. Occasionally, out-of-the-area and overnight travel may be expected.


EQUAL OPPORTUNITY:
Lagerlof, LLP is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis
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