Legal Billing Intake Engagement Specialist

About the role

Taft is seeking a Legal Billing Intake Engagement Specialist to support our Accounting group. All Taft employees operate under a “Client First” philosophy—in all things, we seek to provide exceptional services to our clients.

Responsibilities

• Coordinate new client/matter intake and engagement setup, ensuring billing requirements are accurately recorded within the accounting system and align with firm policies.
• Review and validate engagement and billing data in InTapp Open for accuracy and completeness prior to matter activation, working with internal stakeholders to facilitate a smooth process and resolve discrepancies.
• Maintain client billing guidelines and compliance requirements, including CounselGuide data, to support accurate billing and reduce risk.
• Perform ongoing maintenance of client and matter records within the accounting system, ensuring all billing-related information, fee arrangements, and related data remains current and accurate.
• Partner with the E-Billing Coordinator on e-billed matters to ensure proper setup, communication, and adherence to client-specific billing requirements and guidelines.
• Recommend and support process improvements to enhance the efficiency, accuracy, and effectiveness of engagement intake, fee arrangement management, and billing compliance procedures.
• Assist with training and guidance for staff involved in engagement intake and billing processes.
• Support departmental initiatives and maintain confidentiality of firm and client information.
• Participate in ongoing training and professional development to strengthen billing and compliance expertise.

Requirements

• Minimum of five years of legal billing experience, including electronic billing (ebilling), and client intake processes required.
• College coursework in accounting or related field is preferred.
• Related work experience may be considered in lieu of formal education.
• Experience with ebilling vendor sites, vendor requirements, and billing guidelines required.
• Experience with InTapp client intake software and CounselGuide is highly desirable.
• Proficiency with BillBlast or eBillingHub is highly desirable.
• Proficiency with SurePoint Legal Management System or Aderant is highly desirable.
• Advanced knowledge of outside counsel guidelines and legal billing terminology.
• Advanced experience with complex billing requirements; i.e., split billing, multi-payor fee arrangements, volume discounts, insurance matters.
• Ability to communicate effectively, both orally and in writing.
• Advanced skills in assessing situational needs and requirements.
• Attentiveness to details ensuring completeness, accuracy, and organization.
• Exhibit a high level of responsiveness and professionalism.
• Ability to prioritize assignments in a time‑sensitive environment.
• Proven aptitude to learn new software and web‑based applications.
• Ability to work effectively in a hybrid environment, including proficiency using Zoom Workplace.
• Proficiency with Microsoft Office Suite; Excel, Outlook, and Word.