Client Intake Manager

Frost Brown Todd

Client Intake Manager at FBT Gibbons overseeing Client Intake Department operations. Ensuring effective processing of business intake and conflicts while driving operational excellence in multiple US locations.

Posted 5/27/2026full-timeLouisville • Kentucky, Ohio, Pennsylvania, Tennessee, Texas, Virginia, West Virginia • 🇺🇸 United StatesMid-LevelSeniorWebsite

About the role

Key responsibilities & impact

Provide daily oversight of the firm’s Client Intake Department to ensure the timely and accurate review, analysis, and processing of new business intake requests, conflict search requests, and related information inquiries
Develop, maintain, and enforce client intake policies, procedures, and best practices to ensure consistency, compliance, and alignment with firmwide risk management standards
Supervise client intake specialists, including oversight of workflow distribution, project assignments, procedural updates, timekeeping and overall departmental operations
Perform conflict searches related to new business intake, lateral attorney and business professional hires, marketing initiatives, practice group requests and other special projects as needed
Work closely with the firm’s Assistant General Counsel – Conflicts and Conflicts Attorneys to support conflict research, analysis, and resolution
Lead the training of Client Intake Specialists and contribute to the onboarding of new Conflicts Attorneys and Lateral Specialists Support orientation initiatives for new attorneys and business professional hires to promote consistency, operational excellence, and adherence to firm intake and conflicts protocols
Work with IT, the Data and Innovation team, and outside vendors to implement, test, and optimize procedural and system enhancements in the firm’s client intake and conflicts software
Review and escalate complex or high-risk intake and conflicts matters to the General Counsel or Chief Legal Officer as appropriate, ensuring timely resolution and mitigation of business and ethical risks
Oversee and, as necessary, perform the accurate entry and validation of client and matter information within firm systems, ensuring data integrity and compliance with established intake protocols
Oversee changes to client and matter accounts, including updates and file closings
Partner with the billing group to ensure client and matter records remain accurate, current and aligned across firm financial and operational systems
Serve as a key point of contact for attorneys, legal practice assistants, and other business professionals regarding client intake procedures, conflicts processing and related policy guidance
Monitor departmental performance and identify opportunities to enhance operational efficiency, service delivery, and compliance with firm risk management standards
Foster a positive and inclusive work culture by motivating employees, promoting teamwork, and maintaining high levels of engagement and job satisfaction
Provide continuous coaching and mentorship to direct reports, offering constructive feedback to support professional growth and skill development
Ensure adherence to firm policies and legal regulations while managing employee conduct and performance

Requirements

What you’ll need

Bachelor’s Degree preferred
4+ years of experience overseeing client intake or related operational functions within a law firm, with a demonstrated record of leadership, sound judgment and strong performance
3+ years of research experience
Experience with Intapp and Aderant is a significant plus
Proficient with Microsoft Office products such as Word and Outlook, as well as database programs
Experience managing high-volume intake workflows across multiple offices and practice groups strongly preferred
Strong understanding of law firm client intake processes, matter opening procedures, and risk management practices
Demonstrated leadership and team management capabilities
Ability to formulate searches to obtain relevant results from electronic database
Ability to synthesize complex or diverse information, to collect and research data, and to use intuition and experience to analyze data
Ability to provide exceptional client service by communicating clearly and professionally with attorneys and business professionals at all levels, including in difficult or emotional situations, while demonstrating flexibility, adaptability, and a strong team-oriented approach
Ability to plan and organize work and to meet commitments
Ability to write clearly and informatively and to read and interpret written information
Detail oriented with strong data entry skills
Ability to effectively present information in one-on-one and small group situations to the firm’s attorneys, administrative leadership, business professionals and vendor representatives

Benefits

Comp & perks

Health care coverage (medical, dental, and vision)
Life insurance
Short- and long-term disability
Paid parental leave
Employee wellbeing and EAP programs
Paid time off
401(k) retirement plan with employer matching and profit-sharing

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

client intake processesconflict searchdata entryresearchworkflow managementrisk management practicesdatabase programsMicrosoft OfficeIntappAderant

Soft Skills

leadershipteam managementcommunicationproblem-solvingorganizational skillscoachingmentorshipflexibilityadaptabilityattention to detail