Lateral File Intake/Transfer Manager
Company: Womble Bond Dickinson (US) LLP
Location: Raleigh
Posted on: April 16, 2024
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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Keywords: Womble Bond Dickinson (US) LLP, Raleigh , Lateral File Intake/Transfer Manager, Executive , Raleigh, North Carolina
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