Client Maintenance Specialist

Position Summary

The Client Maintenance Specialist is responsible for maintaining up-to-date client and matter data within the firm’s financial and practice management systems. This role ensures the integrity of billing information, rate structures, matter status, and client requirements to support seamless billing, reporting, and compliance processes. The position collaborates closely with attorneys, billing teams, finance leadership, and administrative staff to ensure data accuracy and operational efficiency.

Key Responsibilities

• Create client and matter records in the firm’s practice management system (e.g., Aderant, Elite, 3E) and ensures compliance with firm naming conventions and matter setup protocols
• Maintains and updates billing addresses, contact information, invoice delivery preferences, attorney rate structures, and client-specific rate agreements
• Periodically updates matter status (open, closed, pending) and ensures proper documentation
• Reviews and inputs matter plans, billing notes, and special client requirements
• Manages rate uploads, adjustments, and billing arrangements in accordance with client contracts, including updates to fee structures and alternative fee agreements
• Collaborates with billing and eBilling teams to ensure data aligns with vendor portal requirements and to resolve data discrepancies
• Records and maintains outside counsel guidelines (OCGs) and billing restrictions
• Tracks client-specific billing instructions and ensure they are reflected in system notes
• Attends onsite trainings and conduct business travel as needed
• Flexibility to work overtime

Qualifications

• Ability to work under pressure to meet strict deadlines and effectively prioritize multiple tasks
• Strong attention to detail and outstanding organizational skills
• Demonstrates the ability to adapt and shift priorities in a fast-paced environment
• Requires strong analytical and problem-solving skills to identify and resolve issues independently and effectively
• Exemplifies excellent interpersonal and written/verbal communication skills, maintains a professional demeanor and polished presentation, and thrives in collaborative, team-oriented environments
• Recognize confidential, sensitive, and proprietary information and maintain such information as confidential

Education & Prior Experience

• Bachelor’s degree or equivalent experience preferred
• A minimum of one year of work experience; law firm or accounting/financial experience preferred

Technology

• Computer proficiency in Windows-based software and Microsoft Office Suite applications
• Exceptional computer skills with the ability to learn new software applications quickly

Benefits

We offer competitive compensation and an excellent benefits package, along with the opportunity to work within an innovative and collaborative environment.