Information Governance Specialist- New Business Intake

YOUR ROLE:

Information Governance Specialist plays a key role in supporting the Firm by ensuring the accurate collection, analysis, and processing of new business and client data across firm-wide systems. The role serves as the initial guardian of the firm’s Intellectual Property (IP) practice. You will coordinate the end-to-end onboarding process for new clients and matters, including U.S. and foreign patents, trademarks, and copyrights. Your primary focus is to ensure data integrity, perform rigorous conflict-of-interest vetting, and facilitate the seamless transfer of large IP portfolios into the firm’s docketing system. This position is responsible for maintaining the integrity, consistency, and quality of client and matter records by applying a strong working knowledge of the Firm’s new business intake processes, records management practices, and electronic database systems. The Specialist works closely with attorneys, administrative staff, and the Records Management team, and supports time-sensitive data maintenance and reporting needs. This role contributes directly to the efficiency, compliance, and reliability of the Firm’s conflicts, data and records management functions.

YOUR IMPACT:

• New Business Intake & Data Processing: Collect, analyze, categorize, and process incoming new business data from multiple points of entry to ensure accurate client and matter setup across firm-wide systems. Accurately enter and verify client/matter details for new patent and trademark applications, ensuring compliance with internal firm policies and client-specific guidelines.
• Patent Prosecution Intake Management: Analyze and process incoming U.S. and foreign patent prosecution materials to ensure proper classification and entry into MGB and related systems.
• Conflict Vetting: Conduct initial conflict searches on all parties involved in new matters and coordinate with attorneys to ensure proper clearance documentation is secured.
• Database Management & Reporting: Enter, update, and maintain data derived from new business intake forms in multiple databases to support regular reporting and firm-wide access to accurate client information.
• Data Integrity & Quality Control: Provide ongoing database maintenance, quality control, and research support to ensure consistency and accuracy of records maintained in firm systems and electronic record programs. Perform periodic audits of intake records to ensure 100% accuracy of critical dates and deadlines.
• Process Consistency & Improvement: Detect patterns of inconsistent data usage and collaborate with firm personnel to promote standardized recordkeeping practices. Assist with documenting current procedures and streamlining processes related to electronic records management.
• Records & Engagement Letter Management: Work closely with attorney support staff to ensure Client Engagement Letters are properly filed in designated physical binders and electronic logs.
• Cross-Team Collaboration: Partner with the Records Management Team Leader and Client Services Manager to support firm-wide initiatives related to records, reporting, and data governance.
• Backup & Time-Sensitive Support: Serve as backup to the New Business Intake Coordinator, ensuring time-sensitive data maintenance and intake requests are completed accurately and on time.
• Project & Administrative Support: Perform additional duties and special projects as assigned to support evolving business and strategic needs of the Firm.

Required:

• Education: Bachelor’s degree, Associate’s Degree or relevant certification
• Minimum of 5 years professional experience with minimum 2 years of law firm experience.
• Experience working with new business intake systems, records management platforms, or firm-wide databases.
• Strong knowledge of Microsoft Office Suite (Word, Excel, and PowerPoint)
• Exceptional attention to detail with the ability to maintain a high level of accuracy and low error rates.
• Strong organizational, analytical, and problem-solving skills with the ability to manage multiple projects and shifting priorities.
• Excellent verbal and written communication skills; able to interact effectively with individuals at all levels of the Firm.
• Ability to exercise sound judgment, maintain confidentiality, and use discretion at all times.
• Demonstrated initiative, accountability, and ability to work independently with minimal supervision.
• Ability to adapt to changing job responsibilities based on the strategic goals of the Firm.
• Willingness and flexibility to work before or after standard business hours when necessary to meet firm demands.

Preferred:

• Intellectual Property experience a plus.
• Familiarity with the USPTO electronic filing systems and the general lifecycle of IP prosecution.
• Familiarity with patent prosecution intake or intellectual property records.
• Experience working with new business intake systems, records management platforms, or firm-wide databases (e.g. InTapp).

If you are interested, please reach out to Kiersten Ahle at Kahle@friedmanwilliams.com