Legal Billing Maintenance Specialist

Services On-Site•Miami, FL

About The Position

We are seeking a highly organized and detail-oriented Legal Billing Maintenance Specialist to support a law firm billing operations and ensure the accuracy and integrity of information across its enterprise systems, including Aderant and Litify. This position is responsible for maintaining billing contacts and matter-level billing information, processing updates and reopening requests, and ensuring that information remains accurate and synchronized across systems. The role operates in a high-volume environment and requires excellent attention to detail, strong follow-up skills, and the ability to communicate effectively with attorneys, legal staff, and the billing and collections department. The ideal candidate is comfortable working with computer systems and large amounts of detailed information, learns new systems quickly, and takes pride in maintaining accurate and reliable data.

Requirements

Previous experience in a legal, billing, accounting, administrative, or data management environment.
Strong computer skills and the ability to learn new software systems quickly.
Excellent attention to detail and accuracy when working with large volumes of information.
Strong organizational and time management skills.
Ability to manage multiple requests and priorities in a high-volume environment.
Strong follow-up skills and the ability to obtain information from attorneys and legal staff professionally.
Excellent written and verbal communication skills.
Ability to identify discrepancies and take appropriate action to resolve them.
Ability to work independently while collaborating effectively with multiple departments.
Strong proficiency with Microsoft Office, particularly Excel and Outlook.

Nice To Haves

Experience with Aderant and/or Litify is highly preferred.

Responsibilities

Receive and process billing contact requests submitted through Litify.
Review requests and determine the appropriate updates required in both Aderant and Litify.
Verify that billing contact information is accurate and synchronized across both systems.
Identify and resolve discrepancies between Aderant and Litify.
Create new billing contacts when necessary, ensuring all required information is entered accurately.
Properly assign billing contacts to the appropriate matters.
Research and update outdated or incomplete contact information.
Follow up with attorneys and legal staff to obtain accurate billing contact information when necessary.
Update records when billing contacts leave their organizations or when new contacts are identified.
Monitor and respond to emails related to billing maintenance in a timely and professional manner.
Communicate and coordinate with the billing and collections department regarding billing maintenance requests.
Process requests to reopen matters in Final Bill or Closed status.
Obtain and verify required adjuster approvals when applicable.
Update matter-level billing information to ensure records accurately reflect the current status of each case.
Update assigned billing attorneys and claim numbers as needed.
Ensure matter information is accurate and complete so attorneys and legal staff can properly record time and process invoices.
Review requests for completeness and follow up on missing or incorrect information.
Maintain accurate records and documentation of completed updates.