Client Intake Coordinator

About the Role

The Client Intake Coordinator Team supports the processing and administration of the matter opening review process, including matter management, rate review, and adherence to Outside Counsel Guidelines. This role involves significant data management, including working with electronic billing sites. The ideal candidate is detail-oriented, adaptable to non-routine workflows, and proficient in communicating with colleagues at all levels. This position requires the ability to work both independently and within a team environment.

Responsibilities

• Access and utilize the daily report and workflow for newly opened matters.
• Review newly opened matters to ensure compliance with Outside Counsel Guidelines.
• Review and set rates/rate levels on client/matters to ensure accurate billing and conformance with engagement letters or previously negotiated agreements.
• Request missing background documents or approvals from Attorneys and/or Professional Administrators, as needed.
• Revalue time entries to ensure conformance with newly updated rates/rate levels.
• Verify all relevant data for matters electronically billed through over 30 websites, including confirming/editing matter details, setting up rates, timekeepers, and budgets.
• Set disbursement constraints/exclusions in Aderant consistent with Outside Counsel Guidelines.
• Liaise with Client Account team managers and coordinators to resolve rejected eBilled invoices resulting from rate issues.
• Set up split billing information and bill groups for matters requiring deductibles; verify contact information for insured parties as needed.
• Update internal processes and systems for opening matters to ensure all internal systems accurately reflect the data processed.
• Review daily system-generated reports to ensure rate compliance for timekeepers.
• Provide rate information to attorneys and staff upon request.
• Update client contact information as needed in Aderant.
• Update/verify attorney participation credit on matters as requested.
• Enter updated rate information in Aderant and communicate changes to respective Client Account team managers/coordinators.
• Assist the Manager of Client Intake in ensuring new or updated client rate information is communicated to all stakeholders, including the Chief Financial Officer.
• Assist with maintenance of Intapp Terms related to Outside Counsel Guidelines and generate guidelines summary sheets for distribution to timekeepers.
• Monitor and respond to daily requests in the general Client Intake email box.
• Assist with maintenance of a database of Outside Counsel Guidelines and generate guidelines summary sheets for distribution to timekeepers.
• Handle other responsibilities as assigned.

Qualifications

• Proficiency in Aderant Expert, Elite, or comparable legal billing software preferred.
• Proficiency in Microsoft Excel and Word required.
• 2+ years of experience with legal billing/e-billing and familiarity with matter management preferred.
• College degree preferred or equivalent experience required.