Client Intake Coordinator

Job Description:

• Support the processing and administration of the matter opening review process, including matter management, rate review, and adherence to Outside Counsel Guidelines
• Access and utilize the daily report and workflow for newly opened matters
• Review newly opened matters for compliance with Outside Counsel Guidelines
• Review and set client/matter rates and rate levels for accurate billing and conformity with engagement letters or negotiated agreements
• Request missing background documents or approvals from Attorneys and/or Professional Administrators
• Revalue time entries to conform with updated rates/rate levels
• Verify and manage electronically billed matter data across more than 30 websites, including matter setup, rates, timekeepers, and budgets
• Set disbursement constraints/exclusions in Aderant
• Resolve rejected eBilled invoices caused by rate issues with Client Account team managers and coordinators
• Set up split billing information and bill groups for matters requiring deductibles
• Update internal processes and systems for opening matters
• Review daily system-generated reports for timekeeper rate compliance
• Provide rate information to attorneys and staff
• Update client contact information in Aderant
• Update or verify attorney participation credit on matters
• Communicate rate changes to Client Account team managers and coordinators
• Assist the Manager of Client Intake with communication of client rate information to stakeholders, including the Chief Financial Officer
• Maintain Intapp Terms and the Outside Counsel Guidelines database
• Generate guidelines summary sheets for distribution to timekeepers
• Monitor and respond to requests in the general Client Intake email box
• Perform other responsibilities as assigned

Requirements:

• Proficiency in Microsoft Excel and Word required
• 2+ years' experience with legal billing/e-billing
• Familiarity with matter management preferred
• Proficiency in Aderant Expert, Elite or comparable legal billing software preferred
• College degree preferred or else equivalent experience required
• Attentive to detail
• Comfortable with non-routine daily workflow
• Proficient in communicating with colleagues at all levels
• Able to work effectively both independently and within a team environment

Benefits:

• Medical insurance
• Dental insurance
• Vision insurance
• Life insurance
• 401(k)