Client Intake Coordinator

This is a fully remote position, open to applicants in Illinois.

📋 Description

• Assist in the processing and administration of the matter opening review procedure, which includes matter management, rate evaluation, and compliance with Outside Counsel Guidelines.

• Access and leverage the daily report and workflow for newly initiated matters.

• Assess newly opened matters for adherence to Outside Counsel Guidelines.

• Review and establish client/matter rates and rate levels to ensure accurate billing and alignment with engagement letters or negotiated agreements.

• Request any missing background documents or approvals from Attorneys and/or Professional Administrators.

• Reassess time entries to align with updated rates/rate levels.

• Confirm and manage electronically billed matter data across over 30 websites, including matter setup, rates, timekeepers, and budgets.

• Establish disbursement constraints/exclusions in Aderant.

• Address rejected eBilled invoices arising from rate discrepancies with Client Account team managers and coordinators.

• Organize split billing information and bill groups for matters needing deductibles.

• Revise internal processes and systems for opening matters.

• Examine daily system-generated reports for timekeeper rate compliance.

• Provide rate details to attorneys and staff.

• Update client contact details in Aderant.

• Verify or update attorney participation credit on matters.

• Communicate rate adjustments to Client Account team managers and coordinators.

• Assist the Manager of Client Intake in conveying client rate information to stakeholders, including the Chief Financial Officer.

• Maintain Intapp Terms and the Outside Counsel Guidelines database.

• Produce guidelines summary sheets for distribution to timekeepers.

• Monitor and respond to inquiries in the general Client Intake email inbox.

• Undertake additional responsibilities as assigned.

⛳️ Requirements

• Proficiency in Microsoft Excel and Word is essential.

• A minimum of 2 years of experience in legal billing/e-billing is required.

• Familiarity with matter management is preferred.

• Proficiency in Aderant Expert, Elite, or similar legal billing software is preferred.

• A college degree is preferred, or equivalent experience is required.

• Attention to detail is a must.

• Comfortable managing a non-routine daily workflow.

• Skilled in communicating effectively with colleagues at all levels.

• Capable of working efficiently both independently and as part of a team.

🏝️ Benefits

• Medical insurance

• Dental insurance

• Vision insurance

• Life insurance

• 401(k)