Client Maintenance Specialist

Greenberg Traurig, LLP; United States; Hybrid; USD 47,000 - 52,000; Full time

Benefits offered by this job

Discretionary bonus

Health insurance

HSA option

Short-term disability

Long-term disability

Dental insurance

Vision care

Life insurance

401K

Vacation

Sick time

Employee assistance program

Pet insurance

Job summary

Greenberg Traurig, LLP in Phoenix is seeking a Client Maintenance Specialist to maintain up-to-date client and matter data across the firm’s financial and practice management systems, ensuring billing information accuracy and compliant rate structures.

You will collaborate with attorneys, billing and finance teams, manage rate uploads and client requirements, and support seamless billing, reporting, and compliance while working in a fast-paced environment with flexible remote work.

Qualifications

• Bachelor’s degree or equivalent experience preferred.
• A minimum of one year of work experience; law firm or accounting/financial experience preferred.
• Strong attention to detail and excellent organizational skills.
• Ability to work under pressure to meet deadlines and prioritize tasks.
• Excellent written and verbal communication; collaborative mindset.

Responsibilities

• Create client and matter records in the firm’s practice management system and ensure compliance with naming conventions and setup protocols.
• Maintain billing addresses, contact information, invoice delivery preferences, and client-specific rate agreements.
• Update matter status and ensure proper documentation.
• Input billing notes and special client requirements; manage rate uploads and fee structures.
• Coordinate with billing and eBilling teams to align with vendor portal requirements and resolve discrepancies.
• Record and maintain outside counsel guidelines and billing restrictions.
• Track client-specific billing instructions and reflect in system notes.
• Attend onsite trainings and conduct business travel as needed; overtime may be required.

Skills

Attention to detail

Communication skills

Organizational skills

Problem solving

Under pressure

Data accuracy

Confidentiality

Education

Bachelor’s degree or equivalent experience

One year of work experience (law firm or accounting/financial preferred)

Tools

Windows OS

Microsoft Office

AI tools familiarity

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
• Understanding of AI capabilities, limitations, and responsible use in a professional environment.
• Familiarity with, or willingness to learn, firm-approved AI tools (e.g., Copilot, ChatGPT, or similar platforms) to support daily workflow and/or improve work quality.

Physical Requirements:

• While performing the duties of this job, the employee is occasionally required to move from workstation or desk throughout the work area to work independently or with a team to meet with colleagues or supervisor and retrieve work assignments.
• This position may also be sedentary and require the employee to sit for extended periods of time.
• Requires manual dexterity to use a phone, enter data into a computer, handle objects, and use office equipment.
• Some filing is required and this would entail the ability to lift files, open filing cabinets, and bend or stand as necessary.

The expected pay range for this position is:$34.76 - $37.8 per hourActual pay will be adjusted based on experience, location, and other job-related factors permitted by law. Full time employees may be eligible for a discretionary bonus, health insurance with an optional HSA, short term disability, long term disability, dental insurance, vision care, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, 401K, vacation, sick time, and an employee assistance program. Additional voluntary programs include: voluntary accident insurance, voluntary life, voluntary disability, voluntary critical illness and cancer insurance and pet insurance. Commuter and Transit programs may also be available in certain markets.

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.