Business Intake Executive

Mayer Brown is a leading global law firm with offices in 26 key business centres across the Americas, Asia, Europe and the Middle East. With approximately 200 lawyers in each of the world’s three largest financial centres — New York, London and Hong Kong — we are uniquely positioned to advise leading companies and financial institutions on their most complex legal needs. We have deep experience in high-stakes litigation and complex transactions across industry sectors, including our signature strength, the global financial services industry.

We are a collegial, collaborative and diverse firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support and development they need to grow, thrive and realise their greatest potential. We also encourage all our people to use their skills to support the wider community through our pro bono and community volunteering programmes. At Mayer Brown the principles of mutual respect, dignity and understanding are central to the way we work and help to provide an environment where diversity and inclusion are embraced.

• Monitors workflow performance to identify bottlenecks and system performance issues. Take prompt action to resolve issues as agreed. Investigate reported workflow issues and escalate critical functionality issues to Managers, Development Team and IT Service desk, as appropriate.
• Follows documented guidelines for troubleshooting and administratively intervening in requests within workflow, including cancelling and restarting requests, redirecting tasks, executing update queries and resolving workflow errors.
• Executes daily data quality queries to expose and correct requests requiring intervention.
• Administers Matter Review workflow process, maintain workflow user groups, workflow notification templates and workflow business rules as required.
• Responds to email and telephone inquiries Firm wide with regard to workflow functionality, process requirements and status of requests in the workflow. Coordinate among Business Intake staff in Chicago, London and Hong Kong as required to handle queries and resolve issues.
• Inputs data manually into Aderant and ICM Conflicts Manager as necessary for administrative matter opening, data maintenance and matter revisions.
• Reviews product improvement feedback from users and recommend enhancements and bug fixes.
• Contributes to test plan creation and participate in C3 release functionality UAT and integration testing.
• Carry out full function to complete Batch conveyancing and project conveyancing transactions.
• Run ICM OK Conveyancing (Conflicts Report) for Batch Conveyancing. Report issues to Conflicts Lawyer.
• Take full responsibility for matter closure including autoclose and keep tight control for matter reopen/re-close according to mutual understanding.
• Monitor transitional transactions for matters handover and matters closure for departure lawyers.
• Create IVA matter folders to follow firm's non-chargeable and accountable protocol.
• Generate, mail-merge, print and distribute matter opening index cards for matter file front for all Asian offices.
• Assist AML Team to collect CDD documents and run Sanction Overnight Review and report abnormalities.
• Support AML Team to refresh clients' CDD documents based on clients' risk rating (CDD Refresh).
• Provide all aspects of support to the offices across Asia with regard to all tasks encompassing the business intake process.
• Assist in reporting on client/matter and CDD/AML statistics.
• Performs other duties as assigned or required to meet Firm goals and objectives

• BA degree preferred. An equivalent combination of education and/or experience may be considered in lieu of the degree when the experience has been directly related to the functions of the job
• Previous law firm Business Intake/Conflicts experience and/or previous experience using workflow software tools required
• Knowledge of Aderant accounting software and ICM Conflicts Manager a plus
• Experience using issue reporting and tracking software
• Strong interpersonal and written and verbal communication skills and the ability to communicate effectively and in a professional manner with all levels of Firm personnel
• Strong customer service skills, ability to anticipate needs
• Maintains confidentiality and exercises discretion
• Exercises solid strategic thinking and problem-solving skills