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Lateral File Intake/Transfer Manager
Job Description
Description & Requirements
Womble Bond Dickinson (US) LLP is seeking a skilled Lateral File Intake/Transfer Manager. This role will be responsible for managing the intake of all incoming files and information as well as managing the transfer out of all files when an attorney departs or a client-requests that their files be moved. This individual will work closely with multiple teams such to ensure that all relevant information is gathered, organized, and processed in a timely and accurate manner as well as to ensure these efforts are executed consistently across all offices.
RESPONSIBILITIES:
- Manage the process of all file intakes and file transfers out from start to finish
- Work with multiple teams to facilitate the intake and transfer out of all files
- Ensure that all conflicts have been run and cleared, priority matters identified, engagement letters have been drafted and all new matters have been opened.
- Collaborate with GC's office, LPA and local office Director of Administration.
- Utilize the Pending Portable Matters chart provided by the GC's office, properly organize, categorize, and enter all information into the appropriate systems and databases
- Coordinate with and inform Billing team on client level billing rates and project billing
- Receive, log, and track incoming files and docketing information relating to all practice groups
- Collaborate with the IP Docketing team, as needed, to manage the workflow of incoming files, prioritize tasks, assist with management of customer numbers, preparation of Power of Attorney documents for intake purposes and ensure that priority deadlines are met.
- Maintain accurate and up to date records of all incoming files, including their status and any relevant notes.
- Work with IP Docketing team to monitor the status of pending applications, review upcoming deadlines, and provide timely reminders to the IP team while the intake process is happening.
- Assist with the preparation of reports, statistics, and other materials related to all file intake.
- Create client matter number matrix as necessary to make process of matching files from old firm to new firm.
- Ensure client files are transferred out of the Firm in accordance with the File Transfer Procedures, including but not limited to the removal of specified documents prior to transfer of physical and electronic files.
- Assist with drafting client transfer letters and tracking responses when attorneys depart from the firm.
- Work with appropriate IT personnel during the transfer process so that all information is transferred into or out of the firm as necessary.
REQUIREMENTS:
- Bachelor's degree in business administration, paralegal studies, or equivalent professional experience.
- Knowledge of IP laws, regulations, and docketing procedures.
- Excellent attention to detail and accuracy.
- Ability to work independently as well as part of a team.
- Exceptional Microsoft Office proficiency and the aptitude to learn new software quickly.
- Ability to travel as needed up to 25% of the time.
- Exceptionally strong written and oral communication skills.
- Self-motivated, ability to build and maintain trust and confidentiality on sensitive issues.
- Ability to set priorities, manage multiple tasks and deadlines and work across multiple teams and offices.
- Organizational skills, attention to detail and the ability to exercise sound judgement are important capabilities for candidates considering this position.
- Professional demeanor and ability to maintain confidentiality.
An Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer.
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Job Summary
Company
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
Bachelor's Degree
Required Experience
Open
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