Client Matter Setup Specialist

Honigman LLP; Chicago (IL); On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Health and disability insurance

401K and profit sharing

APL leave program

Job summary

Honigman LLP in Chicago is seeking a Client Matter Setup Specialist to maintain the firm's financial systems with a focus on rate management. You will enter and verify client/matter data, implement new billing rates, and ensure accurate transfer of data to updated structures.

This role requires attention to detail, strong Excel/Outlook skills, and the ability to collaborate with partners, billing managers, and IT staff.

Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, Information Technology, or equivalent with billing experience.
• Minimum of 3 years of client matter setup experience in a law firm or professional services environment.
• Strong attention to detail, organizational skills, and ability to multitask.

Responsibilities

• Enter and update client and matter information in the firm's financial system.
• Verify data accuracy and ensure compliance with firm policies.
• Maintain organized records and conduct regular data audits.
• Configure rate structures in the billing system and assist with new client rates.
• Collaborate with partners, associates, and staff to ensure proper rate application.

Skills

Billing systems

Aderant

Microsoft Excel

Microsoft Word

Microsoft Outlook

Attention to detail

Communication

Teamwork

Education

Bachelor’s degree in Accounting/Finance/Business

Tools

Aderant

Job description

Honigman is a premier business law firm, based in Michigan with an international practice. Honigman is consistently recognized as one of the 101 Best and Brightest Places to Work, we earned this recognition by recruiting attorneys and staff members with outstanding credentials. Currently, we are looking for a Client Matter Setup Specialist in our Detroit or Chicago office. In addition to our Detroit and Chicago offices, we have offices in Grand Rapids, Lansing, Ann Arbor, Bloomfield Hills, Kalamazoo, and Washington D.C. With more than 350 attorneys working in 60 different areas of concentration, Honigman provides timely and cost-effective counsel to clients in numerous industries.

JOB SUMMARY

The Client Matter Setup Specialist is responsible for maintaining the accuracy and integrity of the firm's financial systems, with a strong emphasis on rate management. This role involves populating and analyzing client/matter data, ensuring compliance with client guidelines, reconciling data inconsistencies, and performing daily systems maintenance. Additionally, the specialist will collaborate with Partners, Associates, and legal support staff to implement new or updated legal billing rates, configure system settings, and ensure proper rate application.

RESPONSIBILITIES

• Accurately enter and update client and matter information in the firm's financial system.
• Verify the accuracy of client and matter data, ensuring compliance with firm policies and procedures.
• Maintain comprehensive and organized records of all client and matter setups.
• Conduct regular audits of client and matter data to ensure accuracy and completeness.
• Provide training and support to staff on matter setup procedures and best practices.
• Generate and distribute reports on matter setup activities and data integrity.
• Monitor all incoming assignments, prioritizing and ensuring their timely completion.
• Collaborate with the firm's conflicts team, legal teams, billing managers, IT personnel, Partners, Associates, and administrative staff to ensure accurate setup of new clients and matters, and compliance with client guidelines.
• Update the Aderant billing software with new rate structures, including setting up rate tiers, client-specific rates, and complex fee arrangements.
• Ensure the accurate transfer of existing client and matter data to the new rate structure within the billing system.
• Provide legal staff with guidance on rate structures, addressing questions and concerns.
• Regularly review billing data to ensure compliance with billing guidelines and legal regulations.
• Contribute to departmental meetings to share best practices for effective operations.

QUALIFICATIONS

• Bachelor’s degree in Accounting, Finance, Business Administration, Information Technology, or equivalent professional experience with demonstrated progression of increasing billing experience.
• Previous law firm or professional services firm experience required.
• Minimum of 3 years of experience in client matter setup in a law firm or professional services environment.
• Strong attention to detail and organizational skills.
• High level of technology skills, mastery of Excel, Word and Outlook is required, along with billing system/timekeeping application (Aderant preferred).
• Strong interpersonal skills necessary to communicate effectively with clients, attorneys, secretaries, management, and staff.
• Ability to work independently and as part of a team.
• Strong written and verbal communication skills; attention to detail and ability to multitask are essential.
• Ability to handle confidential and sensitive information with the appropriate discretion.
• Organizational skills needed to manage time well, prioritize effectively, and handle multiple deadlines.

Requirements added by the job poster

• Authorized to work in the United States
• No need for visa sponsorship

Pay Range and Compensation Package

Honigman provides a generous total compensation package, which includes comprehensive health and well-being benefits, as well as 401k and profit sharing. The anticipated annual pay range for this role is $60,000 to $70,000 (non-exempt). The actual offered pay rate will be determined based on various factors, including qualifications, experience, geographic location, education, external market data, and internal equity considerations.

Benefits & Additional Information

Successful candidates will enjoy an exceptional career opportunity within a welcoming environment. Eligible employees can also take advantage of Honigman’s comprehensive benefits program, highlights of which are below:

• Healthcare, life and disability insurance
• 401K and profit sharing
• Generous All Purpose Leave (APL) program that increases with tenure
• Well-being programs (e.g., mental health services, medical resources, and more)
• Learning and development programs

For more information, click on "Our Benefits" when you visit: https://www.honigman.com/careers-business-professionals

Honigman is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, age, national origin, veteran status, marital status, sexual orientation, disability or any other category prohibited by applicable local, state or federal law. This policy applies to all aspects of employment, including recruitment, placement, promotion, transfer, demotion, compensation, benefits, and termination.