Manager of Conflicts - Client Intake & Engagement Compliance

O’Hagan Meyer is a national law firm focused on insurance defense and complex litigation, with approximately 440 attorneys, 700 employees, and 26 offices nationwide. We are seeking an experienced Manager to oversee the firm’s conflicts-of-interest function, new-client and new-matter intake process, and compliance with the firm’s engagement letter policies.

This position is responsible for establishing consistent firmwide procedures, monitoring compliance, enforcing established standards, and ensuring that clients and matters are properly reviewed, approved, and established. A minimum of 5 years’ experience of law firm is required. Experience in insurance defense or litigation-focused law firms is strongly preferred.

Work Arrangement: This is a hybrid position. The successful candidate must work 100% in the office during the first 90 days of employment. After the initial 90-day period, the position requires a minimum of three days per week in the office, with the remaining workdays eligible for remote work in accordance with firm policy.

Requirements

Key Responsibilities

Conflicts Management

·       Oversee conflicts searches, analysis, documentation, and resolution for prospective clients, new matters, insurers, insureds, adverse parties, and related entities.

·       Ensure conflicts are appropriately reviewed and cleared before representation begins.

·       Escalate complex legal and ethical issues, proposed waivers, and other substantive determinations to designated firm counsel.

·       Maintain accurate records and establish consistent review and escalation procedures.

Client and Matter Intake

·       Own the end-to-end intake process, from initial submission through conflicts clearance, required approvals, and matter setup.

·       Establish and enforce standardized procedures, documentation requirements, approval workflows, and turnaround expectations across all offices.

·       Ensure intake information is complete and accurate, including client, matter, party, insurer, billing, and responsible-attorney information.

·       Coordinate with attorneys, billing, finance, and administrative departments to resolve deficiencies and ensure accurate client and matter setup.

·       Establish controls to prevent duplicate records, incomplete data, and unauthorized or premature matter openings.

Engagement Letter Compliance

·       Administer, monitor, and enforce the firm’s engagement letter policies and procedures.

·       Ensure engagement letters are prepared, issued, tracked, and executed in accordance with firm requirements.

·       Maintain centralized tracking of outstanding and overdue engagement letters and follow up with responsible attorneys and staff.

·       Report compliance deficiencies, aging items, recurring issues, and policy exceptions to firm leadership.

·       Establish escalation procedures for overdue engagement letters and repeated noncompliance.

·       Coordinate approval and documentation of exceptions with designated firm leadership and counsel.

Leadership, Reporting & Process Improvement

·       Develop and maintain firmwide policies, procedures, internal controls, and quality standards.

·       Lead and supervise conflicts and intake personnel, establishing performance expectations and accountability.

·       Develop metrics and regular reporting for intake turnaround times, conflicts reviews, engagement letter compliance, and outstanding exceptions.

·       Identify opportunities to improve workflows, automate processes, strengthen controls, and ensure consistent practices across offices.

·       Provide training and guidance to attorneys and staff while maintaining appropriate confidentiality and data integrity.

Qualifications

·       At least 5 years of law firm experience required.

·       Substantial experience in conflicts management, client intake, engagement letter administration, or related law firm operations.

·       Insurance defense or litigation law firm experience strongly preferred.

·       Demonstrated ability to implement and enforce policies, monitor compliance, and address recurring deficiencies.

·       Strong leadership, analytical, organizational, and communication skills, with the ability to work effectively with attorneys at all levels.

·       Experience managing personnel, workflows, and firmwide processes in a multi-office environment preferred.

·       Familiarity with law firm conflicts databases, practice management systems, and client intake processes.

·       Sound judgment, discretion, integrity, and commitment to confidentiality.

Success will be measured by consistent application of firm policies, timely and accurate client and matter intake, effective conflicts management, improved engagement letter compliance, reduced outstanding items, and reliable reporting and accountability across all offices.

O’Hagan Meyer is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Salary range: $105,000 to $125,000

Benefits

·       Health Care Plan (Medical, Dental, & Vision)

·       401(k) Retirement Plan

·       Life Insurance (Basic, Voluntary, & AD&D)

·       Paid Time Off (Vacation, Sick Leave, & Company Holidays)

·       Family Leave (Maternity, Paternity)

·       Short Term & Long-Term Disability 

·       Training & Development

·       Free Food & Snacks in Office

·       Wellness Resources

·       Commuter Benefits