Client Data Coordinator

Fasken•Montreal, QC

50d•$55,000 - $68,000•Hybrid

About The Position

Reporting to the Supervisor, Client Data, the Client Data Coordinator will be responsible for collecting and reviewing client and matter information from the legal team during or after the intake process while retaining data integrity and security of client, matter, and PTA group financial data collected in the Firm ERP system. The Client Onboarding Coordinator is responsible to collaborate with other Firm’s Finance team to ensure high quality of the client/matter financial data while making a significant contribution to the docket to pocket cycle and client reporting. In addition, the successful candidate will provide support to our legal team during the onboarding process of new clients and matters and ensuring and overall effective reference materials of the financial fields in the Firm intake form.

Requirements

A certificate in a business administration, accounting, finance or related field is considered an asset; however, an equivalent combination of education, lived experience, and professional expertise will also be considered.
A minimum of two (2) years of experience in client onboarding and financial data analysis in a Legal Firm is required.
Experience in large ERP systems is required.
Proficiency with computer software programs including MS Office (Word, Excel and Outlook).

Nice To Haves

Experience in project management is considered an asset.
General knowledge of accounting, professional services billing process, and e-billing and task-code billing functions would be an asset.
Familiarity with Power BI and legal billing software an asset.

Responsibilities

Maintain matter records in the financial system, including client and matter information while ensuring completeness, accuracy, and timeliness.
Collaborate with the legal team, including responding to service tickets, to ensure a smooth onboarding process of new clients and/or matters while ensuring integrity of financial client/matter data to ensure an efficient and effective billing/collection process as well as client reporting.
Collaborate with the billing, e-billing, collection, data governance and Firmwide Finance team to ensure accurate and timely processes by providing correct client and matter data as well as Firmwide key financial metrics and address any discrepancies.
Assist lawyers and legal assistants in ensuring adherence to billing guidelines and client-specific requirements.
Regularly review and audit client and matter data to identify and correct any discrepancies or inaccuracies, ensuring data integrity and compliance with internal policies and regulatory requirements during and after the intake process.
Assist in maintaining comprehensive documentation of matter maintenance processes, including guidelines, procedures, and best practices to ensure consistency and facilitate knowledge sharing.
Identify opportunities to improve client/matter financial data collection processes and contribute to system enhancements to optimize efficiency and accuracy.
Collaborate in the success of Firm’s initiatives that involve client/matter financial data including but not limited to new system validation, implementation, support and training to end users.
Adhere to legal and ethical standards, including confidentiality requirements, in handling sensitive client financial data.
Proactively generate standard and ad-hoc client financial and non financial reports, including detailed reporting on client volume rebates and investigate any anomalies, to ensure accurate and timely information to support financial analysis and decision-making.
Responsible for managing client grouping in 3E, including investigating corporate relationships, updating group records, and supporting weekly compliance reviews to ensure effective and efficient client data management.
Responsible for creating, updating, and maintaining PTA group records in the financial system, including establishing new PTA groups, updating existing group information, and performing regular reviews to ensure accuracy, consistency, and compliance with firm data governance standards.
Assist in monitoring client credit worthiness by utilizing metrics from Dun & Bradstreet during the client intake phase and flagging potential credit risks.
Additional assignments or projects as may be required.