Billing & Matter Admin Specialist (Legal Practice)

Herbert Smith Freehills Kramer LLP; New York (NY); On-site; USD 95,000 - 110,000; Full time

Job summary

Herbert Smith Freehills Kramer LLP in New York is seeking a Legal Practice Assistant to provide comprehensive administrative and operational support to busy legal teams. The role coordinates billing and revenue processes, matter administration, time-entry maintenance, calendars and travel, document production, expenses, client service, and cross-functional follow-up with confidentiality and accuracy.

Key responsibilities include invoicing and e-billing, open and maintain matters, manage

Qualifications

• Experience providing administrative support in a legal, professional service, or similarly deadline-driven environment.
• Working knowledge of billing, e-billing, expense, matter-management, and document-management processes.
• Proficiency with Microsoft Office applications and the ability to learn firm-specific systems.
• Strong written and verbal communication, proofreading, organization, and follow-through skills.
• Ability to manage multiple priorities, produce accurate work under time constraints, and exercise sound judgment with confidential information.
• Service-oriented approach and ability to collaborate effectively across departments, offices, and external service providers.

Responsibilities

• Billing and revenue coordination: Prepare, review, revise, and circulate draft and final invoices; maintain matter, purchase-order, client-matter, payor, and amount information; apply approved discounts, write-offs, and disbursements; route bills for approval; and follow up with Billing and Finance.
• E-billing support: Coordinate invoice uploads, correct identifiers, replace invoices, and resolve rejected or missing submissions.
• Matter administration: Open and maintain matters, sub matters, linked matters, and support files; confirm client and billing requirements; update descriptions, contacts, payors, team members, access, and matter roles; and assist with conflict-clearance workflows.
• Time-entry maintenance: Transfer time between matters, correct narratives and billing or phase codes, verify transfers, update matter details, and remove temporary language.
• Calendar, meeting, and travel coordination: Schedule calls and meetings, support calendar planning, prepare and maintain itineraries, coordinate travel logistics, and assist with passport and visa documentation.
• Document drafting and production: Draft routine engagement and administrative correspondence; prepare comparisons and redlines; print, copy, scan, bind, organize, and deliver agreements, advice packages, arbitration or hearing bundles, exhibit indexes, and other materials.
• Document management: Save and organize documents in the document-management system using accurate document IDs and version numbering; arrange scanning and return of original materials; and resolve routine document-formatting or printing restrictions.
• Expense and vendor administration: Prepare expense reports and reimbursements, reconcile receipts, confirm matter codes and narratives, identify attendees, address policy exceptions, register vendors, obtain approvals, and process outside-counsel invoices as disbursements.
• Client and contact support: Maintain electronic contacts, coordinate business-card requests and proofs, conduct client-service research, and support professional and business-development activities.
• Office and delivery support: Arrange couriers, urgent deliveries, office supplies, and other day-to-day logistical support.
• Cross-functional coordination: Work with Billing, Finance, Matter Management, Conflicts, Human Resources, Office Services, vendors, and other practice support professionals to track requests through completion.

Skills

Admin support

Billing & e-billing

Matter management

Time entry

Calendar & travel

Document drafting

Document management

Communication skills

MS Office

Confidentiality

Job description

Herbert Smith Freehills Kramer LLP in New York is seeking a Legal Practice Assistant to provide comprehensive administrative and operational support to busy legal teams. The role coordinates billing and revenue processes, matter administration, time-entry maintenance, calendars and travel, document production, expenses, client service, and cross-functional follow-up with confidentiality and accuracy.

Key responsibilities include invoicing and e-billing, open and maintain matters, manage