Matter Maintenance Specialist

Overview

This role involves managing and processing post-opening client and matter updates to ensure all changes are accurate, complete, and compliant with firm policies. You will support attorneys, administrative staff, and finance teams by handling requests such as rate set updates, billing detail changes, matter transfers, and general matter maintenance.

Responsibilities

• Monitor and manage incoming maintenance requests through the Upfront platform and Fresh Service ticketing system
• Review tickets for completeness, accuracy, and required approvals or supporting documentation
• Track ticket status and ensure timely completion within established service levels
• Process updates to existing client and matter records, including rate set changes, billing detail updates, matter transfers, and general data maintenance
• Ensure all updates are accurately reflected in firm systems and aligned with client agreements and billing guidelines
• Validate data prior to entry and perform quality checks after updates are completed
• Identify discrepancies, inconsistencies, or potential errors and recommend potential solutions
• Ensure proper documentation and audit trails are maintained for all changes
• Collaborate with billing and finance teams to ensure accuracy of rate structures and client billing requirements
• Ensure compliance with firm financial policies and client-specific billing rules

Qualifications

• Minimum of three (2) years of experience related to the duties described (e.g., risk management, accounting, or financial analysis), in a law firm
• Prior law firm or financial analysis experience strongly preferred
• Demonstrated ability to prioritize and manage multiple tasks while meeting deadlines in a fast-paced environment
• Strong organizational skills and attention to detail
• Ability to exercise discretion, maintain confidentiality, and apply sound judgment
• Professional demeanor with the ability to interact effectively with attorneys, management, staff, and candidates
• Experience conducting research and utilizing online databases
• Proficiency with legal and business intake platforms and research tools, Upfront (or similar intake environment), Aderant (or similar accounting platform), preferred
• Strong project coordination skills; experience supporting enterprise-wide initiatives is a plus

Compensation & Benefits

• Yearly salary range: $70,000 - $90,000
• Pay Range: USD $70,000.00 - USD $90,000.00 /Yr.

Location

Flexible location options, including remote and hybrid arrangements.