Client Maintenance Specialist

GT Restructuring; Phoenix (AZ); Hybrid; USD 45,000 - 65,000; Full time

Job summary

GT Restructuring is seeking a Client Maintenance Specialist for its Phoenix office. This position is critical to maintaining accurate client data in billing and practice management systems. Successful candidates will thrive in a fast-paced environment, possess strong problem-solving abilities, and excel in communication.

Candidates should have a Bachelor’s degree or equivalent experience and at least one year in a related field. Proficiency in Microsoft Office is essential. Join us to contribute to a collaborative team culture.

Qualifications

• Ability to work under pressure to meet deadlines.
• Strong attention to detail and organizational skills.
• Minimum one year of work experience, preferably in a law firm.

Responsibilities

• Create and maintain client and matter records in practice management systems.
• Update billing information and ensure compliance with firm protocols.
• Coordinate with billing teams to resolve discrepancies.

Skills

Attention to detail

Organizational skills

Analytical skills

Interpersonal communication

Problem-solving

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Office Suite

Job description

Greenberg Traurig (GT), a global law firm with locations across the world in 15 countries, has an exciting employment opportunity for you. We offer competitive compensation and an excellent benefits package, along with the opportunity to work within an innovative and collaborative environment. Join our Revenue Management Team as a Client Maintenance Specialist located in our Phoenix office. We are seeking a professional who thrives in a fast-paced, deadline-driven environment. The ideal candidate possesses strong problem-solving and decision-making abilities, ensuring efficiency and accuracy in every task. Excellent communication skills are essential for collaborating effectively across teams and delivering exceptional client service. With a client-focused mindset and an initiative-taking approach, you will play a critical role in driving success. If you are someone who has great attention to detail, we invite you to join our team.

This role will be based in our Phoenix office, on a remote basis. This role reports to the Director of Revenue Management.

Position Summary

The Client Maintenance Specialist is responsible for maintaining up-to-date client and matter data within the firm’s financial and practice management systems. This role ensures the integrity of billing information, rate structures, matter status, and client requirements to support seamless billing, reporting, and compliance processes. The position collaborates closely with attorneys, billing teams, finance leadership, and administrative staff to ensure data accuracy and operational efficiency.

Key Responsibilities

• Creates client and matter records in the firm’s practice management system (e.g., Aderant, Elite, 3E) and ensures compliance with firm naming conventions and matter setup protocols
• Maintains and updates billing addresses, contact information, invoice delivery preferences, attorney rate structures, and client-specific rate agreements
• Periodically updates matter status (open, closed, pending) and ensures proper documentation
• Reviews and inputs matter plans, billing notes, and special client requirements
• Manages rate uploads, adjustments, and billing arrangements in accordance with client contracts, including updates to fee structures and alternative fee agreements
• Coordinates with billing and eBilling teams to ensure data aligns with vendor portal requirements and to resolve data discrepancies
• Records and maintains outside counsel guidelines (OCGs) and billing restrictions
• Tracks client-specific billing instructions and ensure they are reflected in system notes
• Attend onsite trainings and conduct business travel as needed
• Flexibility to work overtime

Qualifications

Skills & Competencies

• Ability to work under pressure to meet strict deadlines and effectively prioritize multiple tasks
• Strong attention to detail and outstanding organizational skills
• Demonstrates the ability to adapt and shift priorities in a fast-paced environment
• Requires strong analytical and problem-solving skills to identify and resolve issues independently and effectively
• Exemplifies excellent interpersonal and written/verbal communication skills, maintains a professional demeanor and polished presentation, and thrives in collaborative, team-oriented environments
• Recognize confidential, sensitive, and proprietary information and maintain such information as confidential

Education & Prior Experience

• Bachelor’s degree or equivalent experience preferred
• A minimum of one year of work experience; law firm or accounting/financial experience preferred

Technology

• Computer proficiency in Windows-based software and Microsoft Office Suite applications
• Exceptional computer skills with the ability to learn new software applications quickly

GT is an EEO employer with an inclusive workplace committed to merit-based consideration and review without regard to an individual’s race, sex, or other protected characteristics and to the principles of non-discrimination on any protected basis.