Client Maintenance Specialist

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

📋 Description

• Establish client and matter records within the firm's practice management system, adhering to naming conventions and matter setup procedures.

• Keep billing addresses, contact details, invoice delivery preferences, attorney rate structures, and client-specific rate agreements current and accurate.

• Update matter statuses and ensure appropriate documentation is in place.

• Review and enter matter plans, billing notes, and specific client requirements.

• Oversee rate uploads, adjustments, billing arrangements, fee structures, and alternative fee agreements.

• Collaborate with billing and eBilling teams to ensure data aligns with vendor portal requirements and address any discrepancies.

• Record and manage guidelines for outside counsel and billing restrictions.

• Monitor client-specific billing instructions within system notes.

• Work closely with attorneys, billing teams, finance leadership, and administrative personnel.

• Participate in onsite training sessions and undertake business travel as necessary.

• Report directly to the Director of Revenue Management.

⛳️ Requirements

• A bachelor's degree or equivalent experience is preferred.

• At least one year of relevant work experience is required.

• Experience in a law firm or accounting/financial environment is preferred.

• Ability to perform under pressure, meet tight deadlines, and manage multiple tasks effectively.

• Strong attention to detail and excellent organizational abilities.

• Capacity to adapt and shift priorities in a dynamic environment.

• Strong analytical and problem-solving capabilities.

• Outstanding interpersonal and written/verbal communication skills.

• Professional demeanor and polished presentation skills.

• Capability to identify and maintain the confidentiality of sensitive and proprietary information.

• Proficient in Windows-based software and Microsoft Office Suite applications.

• Exceptional computer skills and the ability to quickly learn new software applications.

• Understanding of AI capabilities, limitations, and responsible usage in a professional setting.

• Familiarity with or willingness to learn firm-approved AI tools such as Copilot or ChatGPT.

• Ability to meet the stated physical requirements, including extended periods of sitting, manual dexterity, filing, bending, standing, and lifting files.

• Willingness to work overtime as needed.

🏝️ Benefits

• Competitive compensation.

• Eligibility for discretionary bonuses for full-time employees.

• Health insurance with an optional Health Savings Account (HSA).

• Short-term disability coverage.

• Long-term disability coverage.

• Dental insurance.

• Vision care.

• Life insurance.

• Flexible Spending Accounts for Healthcare and Dependent Care.

• 401K plan.

• Vacation time.

• Sick leave.

• Employee assistance program.

• Optional accident insurance.

• Optional life insurance.

• Optional disability insurance.

• Optional critical illness and cancer insurance.

• Pet insurance.

• Commuter and transit programs may be available in specific markets.

• Opportunity for remote work.

• Participation in onsite training sessions and business travel as needed.