Marshall, Gerstein & Borun LLP · 1 day ago
Information Governance Specialist – New Business Intake
Chicago, IL
Full-time
Hybrid
Mid, Senior Level
$83K/yr - $95K/yr
5+ years expMarshall, Gerstein & Borun LLP is a firm dedicated to providing sophisticated intellectual property legal services. The Information Governance Specialist will ensure accurate collection and processing of new business and client data, coordinate onboarding processes, and maintain data integrity across firm systems.
Consulting
Responsibilities
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
Analyze and process incoming U.S. and foreign patent prosecution materials to ensure proper classification and entry into MGB and related systems
Conduct initial conflict searches on all parties involved in new matters and coordinate with attorneys to ensure proper clearance documentation is secured
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
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
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
Work closely with attorney support staff to ensure Client Engagement Letters are properly filed in designated physical binders and electronic logs
Partner with the Records Management Team Leader and Client Services Manager to support firm-wide initiatives related to records, reporting, and data governance
Serve as backup to the New Business Intake Coordinator, ensuring time-sensitive data maintenance and intake requests are completed accurately and on time
Perform additional duties and special projects as assigned to support evolving business and strategic needs of the Firm
Qualification
Required
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)
Benefits
Competitive salary, overall compensation and 401(k)
Hybrid Remote Work Policy (3 Days In Office, 2 Days Remote)
In-house and external learning and development opportunities
Career Coaching Services
Generous health insurance, mental health and well-being benefits
Company
Marshall, Gerstein & Borun LLP
Marshall, Gerstein & Borun is a legal services company specializing in IP litigation and transaction services.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Barbara Javorcic CPA-MBA-CLM
Chief Financial Officer
Michael Motyka
Chief Operating Officer
Recent News
2025-10-07
Company data provided by crunchbase