Matter Onboarding Coordinator

Carr Allison • Birmingham, AL

8h

About The Position

Carr Allison is hiring a detail-oriented, highly organized Matter Onboarding Coordinator to support its Electronic Billing Team. The coordinator ensures electronic billing matters are fully and accurately set up before initial invoices are sent. Working with the billing team, attorneys, legal assistants, and client billing contacts, the coordinator confirms matters are active on the appropriate client e-billing platforms, budgets are uploaded, and firm rate sets match client-approved rates. The role helps prevent invoice rejections and payment delays and supports a smooth billing cycle.

Requirements

• High school diploma or equivalent.
• Strong computer skills, including Microsoft Excel, Outlook, and Word, and the ability to learn new software and web-based platforms quickly.
• Excellent organizational skills and ability to manage multiple matters, deadlines, and priorities.
• Effective written and verbal communication skills and a professional, service-focused approach when working with attorneys, staff, and clients.
• Strong attention to detail and accuracy, particularly when comparing data across systems.
• Ability to work independently and as part of a team.

Nice To Haves

• Associate's or bachelor's degree, or equivalent work experience.
• Experience with Aderant or BillBlast.
• Experience with client e-billing platforms such as Legal Tracker, CounselLink, Collaborati, TyMetrix, Bottomline, or similar systems.
• Prior law firm billing, accounting, or legal administrative experience.

Responsibilities

• Review new electronic billing matters for complete and accurate setup before the first invoice is sent.
• Confirm matters have been created, accepted, or linked on the appropriate client e-billing platform and follow up on missing or pending matters.
• Ensure matter information matches between the firm's billing system and client e-billing sites, including matter numbers, client matter IDs, timekeeper listings, office and vendor details, and billing contacts.
• Update adjuster and claims professional information in the firm's billing system and client e-billing sites when assignments change.
• Maintain a tracking log of new e-billing matters, setup status, open items, and readiness to bill.
• Obtain completed matter budgets from attorneys or client contacts and upload them to client e-billing sites according to client requirements.
• Track budget submission and approval status and notify the billing team about missing, rejected, or nearly exhausted budgets.
• Upload revised budgets provided by attorneys.
• Compare firm billing-system rate sets with client-approved rates, rate agreements, and timekeeper rates on e-billing sites.
• Identify rate discrepancies, including missing timekeepers, incorrect classifications, or unapproved rate increases, and coordinate corrections before invoice submission.
• Assist with timekeeper and rate requests through client e-billing portals as needed.
• Act as a point of contact among the Electronic Billing Team, attorneys, legal assistants, and client billing representatives regarding matter setup.
• Provide timely, clear updates about setup status, missing information, and issues that could delay initial invoices.
• Follow up on open items so matters are ready for the billing cycle.
• Help maintain internal procedures and client-specific billing guidelines.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED