Legal Conflicts/Client Intake Administrative Assistant

About Us:

Opensity Solutions is the largest tech‑enabled managed services organization serving leading law firms, financial institutions and professional services firms. At Opensity, we provide integrated operational platforms, automation and advisory services that enable clients to modernize operating models, reduce cost and accelerate growth. Our capabilities include IT and technology solutions, document processing and administrative support, marketing and communications, billing and AP/AR services, records and information governance, workflow automation, consulting and hospitality and facilities services.

Our Mission:

Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.

Job Description

The Legal Conflicts/Client Intake Administrative Assistant provides operational and administrative support to the Client Intake Department, with a focus on conflicts data maintenance, intake request pre-review for completeness and adherence to defined submission requirements only, and follow-up coordination. This role supports data accuracy, process efficiency, and the timely completion of intake and conflicts-related workflows. This role does not provide substantive advice, interpret conflicts results, or communicate conflict determinations.

Responsibilities

Conflicts Data Maintenance & Cleanup

• Perform ongoing cleanup and maintenance of legacy and active conflicts data
• Update, organize, and tag client engagement terms within Intapp Terms
• Support data integrity initiatives by identifying inconsistencies for correction in accordance with established guidelines and correcting records where permitted, escalating any items that require judgment
• Conduct periodic audits to ensure accuracy and completeness of conflicts data

Follow-Up & Coordination

• Track and follow up on outstanding items related to intake and conflicts processes, including Outside Counsel Guidelines, engagement letters, and responses to intake or conflicts-related inquiries
• Communicate with internal stakeholders to obtain missing or incomplete information related to intake and conflicts processes and related records
• Escalate aging or unresolved items as appropriate

Administrative & Operational Support

• Provide additional administrative support to the Client Intake team within defined intake workflows as needed and as assigned by Client Intake leadership

Requirements

• Bachelor’s degree preferred; prior experience in a law firm or professional services environment strongly preferred
• Proficiency in Microsoft Word and Excel; experience with legal or financial systems (e.g., Intapp, 3E) is beneficial
• Strong written and verbal communication skills, with the ability to follow up clearly and professionally on missing or outstanding information
• Excellent organizational skills with a high level of attention to detail and data accuracy
• Demonstrated ability to work both independently and as part of a team in a structured workflow environment
• Strong ability to follow defined processes while identifying gaps or inconsistencies in submitted information
• Discretion and professionalism in handling confidential and sensitive information
• Comfortable performing repetitive, process-driven tasks such as data cleanup, auditing, and intake pre-review
• Willingness to support operational needs, including occasional overtime based on workflow demands

The Compensation range for this role is 24.00 to 27.00 USD per hour. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.

All eligible employees receive access to a comprehensive benefits package, including:

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off (PTO)

Opensity is committed to fostering an inclusive, equitable, and accessible workplace. We believe diverse perspectives strengthen our teams and the work we do for our clients.

Opensity provides equal employment opportunities to all applicants and employees and does not discriminate on the basis of race, colour, religion or creed, sex, sexual orientation, gender identity or expression, age, national or ethnic origin, ancestry, citizenship, disability, family status, marital status, source of income, record of offences, or any other characteristic protected under applicable federal or provincial human rights legislation.

We are committed to fair and barrier free recruitment, selection, and employment practices, and to providing reasonable accommodation throughout the hiring process and employment lifecycle, in accordance with applicable human rights legislation.

Candidates who require accommodation during any stage of the recruitment process are encouraged to advise our Talent team so appropriate support can be provided.

About Us

Respect

We believe in treating everyone with dignity, kindness, and empathy. We foster an inclusive culture where diverse perspectives are valued, and mutual respect is the cornerstone of our interactions.

Accountability

We take ownership of our actions and decisions, acknowledging their impact on our team, the organization, and our clients. We strive for transparency and follow through on our commitments, fostering trust and reliability within our community.

Collaboration

We understand that working together yields the best results and that our parts are better together. We actively promote teamwork, open communication, and the sharing of ideas. By embracing diverse talents and perspectives, we create a supportive and innovative environment that encourages collective growth and empowerment.

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