Matter Maintenance Specialist

Gordon Rees Scully Mansukhani, LLP

12d•$70,000 - $90,000•Hybrid

About The Position

Gordon Rees Scully Mansukhani, a distinguished national law firm with offices in all 50 states, is seeking an experienced Matter Maintenance Specialist to join our team. With flexible location options, including remote and hybrid arrangements, this is a fantastic opportunity for motivated individuals to advance their careers in a supportive and professional environment. The ideal candidate will have 2+ years of Matter Maintenance Specialist experience. We are committed to creating a diverse and inclusive environment for all employees. Join our team and become a key player in a thriving firm where your skills and expertise are highly valued. The Matter Maintenance Specialist manages and processes post-opening client and matter updates, ensuring all changes are accurate, complete, and compliant with firm policies. This role supports attorneys, administrative staff, and finance teams by handling requests such as rate set updates, billing detail changes, matter transfers, and general matter maintenance. The Matter Maintenance Specialist reviews tickets, validates and updates data, and resolves discrepancies while adhering to billing guidelines and internal controls. The position requires strong attention to detail, sound judgment, and the ability to handle a high volume of requests in a fast-paced environment, maintaining confidentiality and providing timely, professional communication.

Requirements

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.

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