Client Intake & Compliance Manager (Los Angeles)

We are seeking a Client Intake & Compliance Manager to oversee client and matter onboarding, ongoing matter maintenance, contract administration and compliance-related requirements. This role helps ensure new clients and matters are opened accurately and efficiently, client contractual obligations are identified, communicated, documented and monitored and Firm licensing, registration and reporting requirements are maintained. This position reports to the Risk Management and Compliance Director and is located in our Los Angeles office.

Working closely with attorneys, policy advisors and administrative departments, the Manager reviews and interprets client requirements, identifies potential compliance risks and helps ensure contractual and regulatory obligations are satisfied. The successful candidate will operate with a high degree of independence, exercising sound judgment and discretion to recommend appropriate actions, resolve complex onboarding and compliance matters and drive timely resolution of issues requiring attorney, policy advisor, client or administrative follow-up. The Manager serves as a key resource on client onboarding, contractual obligations, compliance requirements and related operational processes. 

The salary range for the position of Client Intake & Compliance Manager at Nossaman is $125,000 to $130,000 annually. The successful candidate’s salary for this position is reasonably expected to be set within this range. However, actual compensation will depend on a variety of factors, including, without limitation, the candidate’s qualifications and experience.

Responsibilities

Client and Matter Intake

• Review new client and matter intake requests to ensure information is complete, accurate and consistent with engagement letters and amendments, outside counsel guidelines, billing requirements and other client obligations and identify issues requiring further review, resolution or escalation
• Coordinate with attorneys, legal secretaries and administrative departments to obtain required information, approvals and documentation
• Identify intake process issues and recommend workflow improvements and quality-control measures
• Provide occasional backup support to the Conflicts Team during periods of limited coverage, including conducting conflict searches as needed

Client Compliance and Contract Administration

• Review and interpret engagement letters and amendments, outside counsel guidelines, billing requirements and related client documentation to identify compliance obligations and determine appropriate actions
• Document, communicate and coordinate client requirements and contractual obligations with attorneys, policy advisors, billing personnel and other affected stakeholders to support compliance with client and Firm requirements
• Coordinate completion of client-required forms, certifications, registrations and onboarding materials
• Maintain client and vendor agreements within the Firm's contract management system and ensure client, matter, billing and compliance records are updated as contractual terms are added, amended, renewed or terminated
• Maintain tracking and notification processes for contract renewals, amendments, expiration dates, notice deadlines, rate review opportunities and other significant contractual obligations, ensuring appropriate stakeholders are informed of upcoming actions and requirements
• Ensure expired, terminated and superseded agreements are appropriately inactivated or archived within the Firm's contract management system
• Escalate unusual contractual provisions, compliance concerns or client requirements as appropriate

Regulatory Compliance

• Research and interpret jurisdiction-specific registration, licensing, reporting and regulatory requirements; determine appropriate filing and compliance actions; and advise on compliance obligations affecting Firm operations
• Prepare and file business registrations, qualifications to do business, annual reports, licensing applications and other regulatory filings; monitor filing requirements and deadlines; coordinate with governmental agencies; and maintain the Firm's good standing across applicable jurisdictions
• Maintain compliance records, filing calendars, renewal schedules, supporting documentation and related tracking systems
• Escalate regulatory or compliance concerns as appropriate

Training, Reporting and Process Improvement

• Develop and maintain intake and matter maintenance procedures, workflows, reference materials and training resources
• Coordinate training related to client onboarding, contractual obligations and compliance requirements
• Support audits, compliance reviews and technology initiatives related to intake and contract management

Qualifications

Education and Experience

• Bachelor's degree or equivalent combination of education and relevant experience required
• Seven or more years of experience in a law firm, professional services environment, compliance, risk management, contract administration, legal operations or a related field
• Experience with legal, financial or contract management systems preferred
• Experience with law firm intake, conflicts, risk management, contract administration or compliance functions preferred
• Experience preparing and managing business registrations, qualifications to do business, licensing applications, annual reports, Secretary of State filings and similar regulatory compliance filings required to support business operations

Knowledge, Skills and Abilities

• Strong understanding of law firm operations, client engagement processes and risk management concepts
• Ability to review, interpret and apply contractual requirements, outside counsel guidelines and client compliance obligations
• Demonstrated ability to identify compliance risks, exercise sound judgment and discretion, evaluate alternatives and recommend practical solutions
• Strong knowledge of business entity registrations, qualifications to do business, licensing requirements, annual reporting obligations and regulatory filing processes across multiple jurisdictions
• Ability to research and interpret jurisdiction-specific registration, licensing and reporting requirements and determine actions necessary to maintain compliance
• Ability to prepare and submit regulatory filings, coordinate with governmental agencies and maintain compliance records, renewal schedules and related documentation
• Proficiency with Microsoft Office and related business applications

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Nossaman is an equal opportunity employer and is committed to compliance with all applicable laws prohibiting employment discrimination. It is the Firm’s policy to take all employment actions and make all employment decisions without regard to race (including traits associated with race, such as hair texture and protective hairstyles), color, religion (including religious dress and grooming practices), religious creed, gender, sex (including pregnancy, childbirth or related medical conditions), sexual orientation, gender identity or expression, transgender status, national origin, ancestry, age, marital status or registered domestic partner status, citizenship status, physical or mental disability, medical condition, genetic information, reproductive health decision making, veteran or military status or any other protected status under applicable law.

Nossaman LLP is a Fair Chance employer and will consider qualified applicants with arrest or conviction records for employment. Applicants will not be asked to provide information about any criminal history until a conditional offer of employment is extended. Employees at Nossaman have access to highly sensitive, confidential and valuable information of clients and others and certain criminal history may pose a significant risk to the Firm’s business operations and reputation.

Agency submissions by invitation only. Unsolicited submissions will not be accepted.