We are seeking a detail-oriented and service-minded Intake Specialist to manage the firm’s client and matter intake process from initial request through completion. This role serves as the primary administrative point of contact for intake requests and works closely with attorneys and firm leadership to collect required information, conduct and document conflict checks, prepare engagement letters, obtain necessary approvals and signatures, and maintain complete and accurate intake records. The successful candidate will provide responsive service, protect confidential information, and help ensure that new matters are opened efficiently and in accordance with firm policies and applicable professional obligations.

Responsibilities

• Gather, review, and verify client and matter information to ensure complete and accurate intake records.
• Perform conflict searches using firm systems and identify potential conflicts for attorney review.
• Prepare conflict reports, track approvals, and escalate issues when necessary.
• Draft, revise, and coordinate engagement letters using approved templates and attorney-provided terms.
• Track engagement letters through review, signature, and return to ensure timely completion.
• Create and maintain client and matter records, including required documentation, approvals, and correspondence.
• Process updates to client and matter information while maintaining accurate records.
• Communicate with attorneys, staff, and clients regarding intake requirements, status updates, and follow-up items.
• Manage intake requests and deadlines, prioritizing urgent matters while maintaining accuracy.
• Assist with conflict waivers, consent letters, and other intake-related documentation.
• Work directly with the Collections Manager for credit risk assessment.
• Help improve intake processes, forms, templates, and procedures to increase efficiency and consistency.

Required Skills and Abilities

• Two or more years of experience in legal intake, conflicts, legal administration, or a similar process-oriented role in a law firm or professional services environment preferred.
• Familiarity with client and matter intake, conflict checks, engagement documentation, and confidentiality requirements.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Experience working with legal intake, conflicts, document management, or practice management systems preferred.
• Ability to quickly learn new systems, processes, and firm procedures.

Physical Requirements

• Prolonged periods of sitting and working at a computer.

Benefits:

Croke Fairchild contributes to voluntary medical, dental, and vision plans. Offers FSA, HSA, and commuter benefits. Firm-paid STD & LTD. Benefits offered to those scheduled to work at least 30 hours per week. Retirement savings plan. Flexible paid time off days.

Croke Fairchild is WBE Certified and a member of the National Association of Minority and Women-Owned Law Firms (NAMWOLF).

We are an Equal Employment Opportunity Employer.

It has been and will continue to be a fundamental policy of CFDB not to discriminate on the basis of race, color, creed, religion, gender, gender identity, pregnancy, marital status, partnership status, domestic violence victim status, sexual orientation, age, national origin, alienage or citizenship status, veteran or military status, disability, medical condition, genetic information, caregiver status, unemployment status or any other characteristic prohibited by federal, state and/or local laws. This applies to all employment decisions.

About Us

Croke Fairchild Duarte & Beres is a growing law firm headquartered in Chicago, with a team of over 150 staff. Formed by partners who worked at preeminent international law firms, with a deep bench of sophisticated and experienced corporate lawyers and litigators, our team provides exceptional legal service while affording our clients the benefits of working with an agile and entrepreneurial-minded team of results-oriented, well-rounded professionals. We are driven by our core values: humility, respect, collaboration, partnership, and innovation.

We represent a diverse group of interesting clients, which include private equity firms, founders, startups, venture capital investors, family offices and public companies (among others), in sophisticated and complex legal matters and transactions.

Point of Difference Strategies is one of the largest lobbying and government affairs firms in Illinois. With offices in Chicago and Springfield, PoDS offers top-tier government affairs and lobbying services at the federal, state, and local levels. PoDS proudly serves a diverse client base, including local governments, trade organizations, Fortune 100 companies, and nonprofits.

Croke Fairchild Duarte & Beres and Point of Difference Strategies partner in providing the best, most comprehensive legal and government affairs services to their clients.