Client Data Maintenance Specialist

Akin Gump Strauss Hauer & Feld LLP•New York, NY

16h•$60,000 - $75,000•Hybrid

About The Position

Akin Gump Strauss Hauer & Feld LLP is a leading international law firm with more than 900 lawyers in offices throughout the United States, Europe, Asia and the Middle East. We are currently seeking a Client Data Maintenance Specialist in the Finance department reporting to our Client Administrative & Compliance Manager. The role will reside in the New York office with hybrid work capabilities and will be responsible for all aspects of new client set up including, payors, task codes and will also be responsible for on-going client/matter maintenance. The Client Maintenance Specialist will also be responsible for coordinating any set-up required by clients including vendor on boarding and portals and e-billing. The Client Maintenance Specialist is expected to perform all responsibilities with a commitment to providing superior service to the Firm’s clients, attorneys, advisors and staff, and maintaining an atmosphere of teamwork and continuous improvement. Above all; the Client Maintenance Specialist must fulfill the needs of the Firm in a manner which is consistent with the Firm’s Core Values.

Requirements

A minimum of 2 years of relevant work experience in a law firm or professional services environment.
Law firm compliance and electronic billing experience required.
Excellent written and oral communication skills, including the ability to communicate potentially detailed and complex information to others.
Experience with various E-billing systems.
Advanced knowledge of Microsoft Excel.
Thorough knowledge of MS Office applications including Word and Outlook.
Aptitude and willingness to work with complex procedures.
Ability to take initiative, set priorities and see projects through completion.
Ability to work well under pressure, facilitate solutions, and meet deadlines and milestones for projects assigned.
Ability to work independently and with a team.
Willingness and ability to assume new tasks and responsibilities.
Strong service orientation and an ability to establish and maintain effective working relationships with users, peers, office and Firm management, and outside business partners.
Strong organizational and time management skills, including attention to detail and the ability to organize self and others.
Ability to work extended hours as necessary to fulfill time sensitive responsibilities.
Excellent judgment and common sense.
Commitment to professional growth and development.

Nice To Haves

Bachelor’s degree a plus.
Knowledge of VAT and withholding tax preferred but not essential.
Experience with computerized accounting systems, CMS/Aderant a plus.

Responsibilities

Manage maintenance process for new matter set-up of multi-payors, task codes and various Firm and client coding.
General maintenance including matter reopening, closing, client name changes and requests for billing/responsible attorney name changes.
Oversee review of outside counsel guidelines and engagement letters from clients to ensure discounts in accounting database are consistent with our understanding with client.
Ensure proper approvals of discounts are obtained.
Compile, disseminate and be well versed on client billing guidelines and institutionalized discounts.
Educate partners to various Firm rate nomenclatures and client policies.
Document and track Firm-wide client discounts and ensure proper approvals are obtained.
Document and communicate new discount arrangements.
Develop process for discount set up and implement same in accounting database.
Work closely with the Practice Pricing Management team to proactively manage rate arrangements as agreements expire, allowing partner the opportunity to leverage recent case successes.
Coordinate with Firm-wide management of the electronic billing process from set-up to transmission including addressing rejections to ensure consistency with Firm-wide processes.
Be responsible for any client driven set-up requirements including vendor on-boarding and portals.
Participate in departmental projects and initiatives designed to streamline workflow and/or resolve issues.
Coordinate and work as a team with other departments to provide necessary services to lawyers and clients.
Participate in available professional development activities; monitor publications and other sources of information for trends affecting the department's performance.
Other related responsibilities as assigned.