Sr. Client/Matter Intake Specialist

McGuireWoods LLP has an opening for a Senior Client/Matter Intake Specialist in our Richmond, VA office. The Senior Specialist handles all aspects of opening and updating matters for new and existing clients. Qualities possessed by an ideal candidate include a minimum of four years in a law firm, an eye for detail and accuracy, a team-oriented mindset, proven leadership abilities, strong organizational skills, and strong time-management skills.

McGuireWoods, one of the world’s leading law firms, has provided legal solutions to corporate, individual and nonprofit clients since 1834. Along with excellent benefits, McGuireWoods offers most employees a hybrid remote option allowing flexibility and work-life balance. Our Applicant Disclosures describe your rights. Our Privacy Statement describes how we will process and safeguard your personal data.

• Processes new business intake requests including, but not limited to, new client and new matter openings, lateral hire, matter closings, linking and adding related party names, matter re-opens, client and matter rate exception requests, access requests preparing barcoded folders and inserts, and intake abandons.
• Enters new client and matter rate exceptions and ensures appropriate approvals have been received for the exceptions.
• Enters into Elite Financial system all new timekeeper standard rates in multiple currencies.
• Updates timekeeper records to include title, department, and section changes, and missing time exemptions for timekeepers beginning or ending leave.
• Makes recommendations and facilitates efforts to improve efficiency and economy in existing operations.
• Serves as initial point of contact for confidentiality screening questions.
• Contacts legal staff when client/matter information is inaccurate or incomplete and obtains correct information; corrects data entry errors in Elite.
• Generates client, matter and folder reports using database query functions.
• Receives calls and e-mails placed to the Records Helpline and makes changes to the data as requested.
• Trains new intake employees to use the Elite Financial system.
• Provides group and/or one-on-one training with practice assistants on the Firm’s client/matter intake process and Records policies and procedures.
• Participates in monthly department meetings.
• Assists in writing procedures for departmental tasks and applications.
• Assists in creating, updating, and maintaining department training materials.
• Updates and maintains the Records Department portal site and team access site.
• Assists in closing client/matter records according to procedures.
• Serves as a backup/relief Records Specialist as needed.

• Requires a minimum of four to five years of related experience in a law firm.
• Experience with general office applications to include Outlook, Word, Excel, and PowerPoint.
• Experience with InTapp software strongly preferred.
• Client/Matter Intake experience preferred.
• Strong administrative and organizational skills with a keen attention to detail.
• Strong leadership skills.
• Interpretation and problem-solving ability.
• Excellent verbal and written communication skills.
• Excellent customer service skills.
• Ability to work independently and as part of a team.
• Ability to work effectively under time constraints and deadlines.
• Interest in using innovative AI technology, including Harvey and Copilot, to support efficient high-impact work.

Have more questions? Connect with a recruiter directly.