Director of Onboarding, Intake & Records

SpencerPruitt, Inc
West Palm Beach, FL

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

Posted 2026-01-23

Recommended Jobs

Truck Driver/CDL-A / Regional / Dedicated Account

Truck with Jed Logistics
Jacksonville, FL

Hiring immediately for Class A Driver!  Bold Safe Trucking is a top employer of CDL Truck Drivers across the country. In addition to a great starting salary, we offer great benefits and great sched…

View Details
Posted 2026-02-12

Data Analyst, Performance Improvement, FT, 08A-4:30P

Baptist Health
Homestead, FL

Baptist Health is the region's largest not-for-profit healthcare organization, with 12 hospitals, over 29,000 employees, 4,500 physicians and 200 outpatient centers, urgent care facilities and physici…

View Details
Posted 2026-03-15

SR. MANAGER OPERATIONS ANALYTICS

Florida

Ready to make your next big professional move? Join us on our journey to achieve our big dream of building the most loved restaurant brands in the world. Restaurant Brands International Inc. is on…

View Details
Posted 2026-02-09

SERVICE LEADER

Florida

CULTIVATE A BETTER WORLD Food served fast does not have to be a typical fast-food experience. Chipotle has always done things differently, both in and out of our restaurants. We are changing the…

View Details
Posted 2026-02-09

Restaurant Assistant General Manager

Red Robin
Sanford, FL

Restaurant Assistant General Manager Compensation Range: 55,000.00 - 68,800.00 The Restaurant Assistant General Manager position is responsible for partnering with the Restaurant Managing Partn…

View Details
Posted 2026-02-26

EHR Provisioning Analyst

Gritter Francona
Tampa, FL

Gritter Francona is looking for an EHR Provisioning Analyst to help support the full lifecycle deployment and implementation of the Oracle EHR system throughout Veterans Affairs hospitals. This …

View Details
Posted 2026-03-19

Marketing Manager

Florida Window & Door
Lake Worth, FL

Florida Window & Door is seeking an experienced and highly detail-oriented Marketing Manager to support marketing initiatives for Florida Window & Door and three additional window brands in other m…

View Details
Posted 2026-01-27

2024 GRADUATES!! (Pediatric Dentist)

MaKai Consulting, LLC
Miami, FL

Locations: Savannah, Pooler and Statesboro Who we are: We are Dogwood Pediatric Dentistry! Here, we believe that premier pediatric dental care should never be out of reach, which is why we have …

View Details
Posted 2026-01-19

Senior Estimator - Preconstruction Lead

Integrorc
Miami, FL

Senior Estimator – Preconstruction Lead (General Contractor) – Commercial & Multifamily Miami, FL 33155 | Full-Time | On-site | Local/Regional Candidates Preferred   A long-established South…

View Details
Posted 2026-02-14

Runner

The Hoxton
Miami Beach, FL

Company Description We are looking for Food Runner to join the re-opening of the famed Delano Miami Beach. Set to open its doors in early 2026, Delano Miami Beach will fuse historic charm with conte…

View Details
Posted 2026-01-30