Director of Onboarding, Intake & Records

Job Description

Job Description

DIRECTOR OF ONBOARDING, INTAKE & RECORDS

(Enterprise Systems & Information Governance)

Location: West Palm Beach, Florida (HQ | On-site)

Type: Full-time

Reports to: Executive Leadership

Compensation: $135,000 base

ROLE OVERVIEW

The Director of Onboarding, Intake & Records is the enterprise authority for intake governance, onboarding execution, records management, and document systems administration across multiple SpencerPruitt-affiliated entities.

This role owns how information enters the firm, how it is classified, who can access it, where it lives, and how it is preserved or retired. The Director serves as the institutional memory and systems governor of the organization.

While an external consultant will support systems training and documentation during the initial ramp period, this role retains full ownership and decision authority at all times. The consultant advises; the Director decides.

CORE RESPONSIBILITIES

Enterprise Intake & Onboarding Governance

• Serve as the single intake gatekeeper for all entities within scope

• Ensure all pre-client intake is complete, classified, and engagement-ready before activation

• Enforce standardized matter naming, taxonomy, and intake requirements

• Coordinate intake readiness with legal, compliance, and operations teams

• Prevent premature execution, document sprawl, or incomplete engagements

Records & Information Stewardship

• Act as the single source of truth authority for all enterprise records

• Determine and enforce canonical versions of documents

• Own records lifecycle management: creation, storage, archiving, legal hold, and destruction

• Maintain audit-ready retrieval standards across all systems

• Govern both client-facing and non-client-facing records, including sensitive internal materials

Enterprise Systems Administration

Serve as the primary administrator and system owner for all intake and document platforms, including:

• Clio — expert-level administration required

• DocuSign

• iManage

• Dropbox

• Box

Responsibilities include system configuration, permissions, matter setup, workflow enforcement, system hygiene, and ongoing optimization.

Access Control & Permissions Governance

• Own role-based access control across all systems

• Approve, provision, modify, and revoke user access

• Maintain permission matrices by role, entity, and matter

• Execute immediate access revocation during offboarding

• Ensure sensitive materials remain appropriately restricted at all times

Physical–Digital Records Integration

• Govern digital records for physical assets, including floor plans, facilities documentation, leases, permits, and vendor files

• Ensure consistent digitization standards, metadata, and naming conventions

• Maintain a centralized archive bridging physical and digital records

Consultant-Guided Systems Ramp (Initial Period)

• Partner with an external consultant for accelerated systems training

• Absorb, validate, and operationalize consultant-provided workflows

• Ensure all systems knowledge is documented and retained internally

• Assume full independent administration within the defined ramp period

Operational Leadership & Scaling

• Design scalable intake and records workflows

• Hire, train, and manage an assistant as volume increases

• Interface with reception, operations, legal, and executive teams

• Train internal staff on system usage and intake standards

• Provide leadership with visibility into system health and records integrity

AUTHORITY & DECISION RIGHTS

• Final authority on intake activation

• Final authority on system access and permissions

• Final authority on document classification and canonical records

• Authority to block execution if intake or records standards are not met

This role governs process, access, and institutional memory.

WHAT THIS ROLE DOES NOT DO

• Does not provide legal advice

• Does not manage client relationships

• Does not negotiate vendor contracts

• Does not own IT infrastructure or cybersecurity policy

REQUIRED QUALITIES

• Exceptional judgment and discretion

• Proven ability to manage complex processes under pressure

• Strong documentation discipline

• Comfort enforcing standards with senior stakeholders

• Ability to absorb technical systems quickly and apply them rigorously

• Calm, authoritative, and highly trusted presence

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