Client Operations Project Manager

Skadden, Arps...LLP; Los Angeles (CA); Hybrid; USD 140,000 - 165,000; Full time

Benefits offered by this job

Competitive salary

Year-end discretionary bonus

Job summary

Skadden, Arps...LLP in Palo Alto seeks a Client Operations Project Manager to serve as the strategic partner and primary contact for assigned partners, practice areas, clients, and firm client administration and accounting teams.

The role drives the client/matter lifecycle, coordinating onboarding, billing, e-billing, and collections, and collaborating with the Rates team and e-billing to ensure accurate invoicing and timely payments. Hybrid office, four days on-site.

Qualifications

• Must build trust-based relationships with partners and clients.
• Strong analytical, organizational and project management skills.
• Excellent interpersonal, written and verbal communication skills.
• Deep understanding of law firm client administration: intake, billing, e-billing, conflicts, KYC, rates, pricing and collections.

Responsibilities

• Serve as the single point of contact for partners and drive client administration and accounting processes to completion.
• Condense complex information into clear, actionable summaries and reports to support partner decision‑making.
• Prepare and deliver regular updates and analysis on client onboarding, billing, collections, and financial performance.
• Provide guidance and support to partners and team members regarding client accounting processes, policies, and best practices.
• Proactively follow up with clients, partners, and internal teams to move matters forward, address outstanding issues, and ensure timely completion of all client accounting processes.
• Collaborate with clients and accounting teams to resolve invoice issues, including analyzing and reallocating charges to meet client requirements and budgets.
• Facilitate information needed for the e‑billing team to submit bills electronically, track invoice status, and address rejections or deductions.
• Work alongside the Rates team to ensure successful timekeeper and rate submissions, monitor approvals, and resolve discrepancies.
• Facilitate billing for assigned partners and clients, preparing, reviewing, and editing invoices for accuracy and compliance.
• Identify and address rejected or adjusted invoices, process write‑offs, and maintain current records for each client and matter.
• Track matter accruals against approved client budgets and alternative fee arrangements, identify variances and profitability trends, and elevate potential issues.
• Coordinate and monitor requests for new engagement letters, working with partners, clients and the Office of General Counsel.
• Act as the central point of contact for all billing rate and pricing matters, develop and maintain pricing strategies.
• Proactively review accounts receivable, accelerate collections, and resolve outstanding issues.
• Track and facilitate client outside counsel guideline reviews and coordinate responses to client audit requests.
• Identify and implement process improvements to increase scalability, efficiency and client service delivery.
• Develop and maintain best practices for client operations and participate in strategic projects as directed by department leadership.
• Ensure compliance with firm operations, policies, and procedures and handle sensitive matters with discretion.

Skills

Client relationships

Analytical skills

Project management

Communication

Education

Bachelor’s degree

Tools

Outlook

Excel

Aderant Expert

iManage

Job description

Client Operations Project Manager

We invite you to review our current business services professionals openings to learn about the opportunities available across the firm. The Client Operations Project Manager serves as a strategic partner and the primary point of contact for assigned partners, practice areas, their clients, and the firm’s client administration and accounting teams. This person will be based in our Palo Alto office (hybrid) and will be on-site four days a week. The role is highly partner and client‑facing and is responsible for actively engaging with partners, clients, and internal teams to facilitate day‑to‑day administrative operations and resolve complex issues related to client accounting procedures. The Client Operations Project Manager drives the client/matter lifecycle forward, facilitating processes such as new business intake, billing rates and special arrangements, RFPs, pricing, billing, e‑billing, and collections.

Responsibilities

• Serve as the single point of contact for partners and drive client administration and accounting processes to completion.
• Condense complex information into clear, actionable summaries and reports to support partner decision‑making.
• Prepare and deliver regular updates and analysis on client onboarding, billing, collections, and financial performance.
• Provide guidance and support to partners and team members regarding client accounting processes, policies, and best practices.
• Proactively follow up with clients, partners, and internal teams to move matters forward, address outstanding issues, and ensure timely completion of all client accounting processes.
• Collaborate with clients and accounting teams to resolve invoice issues, including analyzing and reallocating charges to meet client requirements and budgets.
• Facilitate information needed for the e‑billing team to submit bills electronically, track invoice status, and address rejections or deductions.
• Work alongside the Rates team to ensure successful timekeeper and rate submissions, monitor approvals, and resolve discrepancies.
• Facilitate billing for assigned partners and clients, preparing, reviewing, and editing invoices for accuracy and compliance.
• Identify and address rejected or adjusted invoices, process write‑offs, and maintain current records for each client and matter.
• Track matter accruals against approved client budgets and alternative fee arrangements, identify variances and profitability trends, and elevate potential issues.
• Coordinate and monitor requests for new engagement letters, working with partners, clients and the Office of General Counsel.
• Act as the central point of contact for all billing rate and pricing matters, develop and maintain pricing strategies.
• Proactively review accounts receivable, accelerate collections, and resolve outstanding issues.
• Track and facilitate client outside counsel guideline reviews and coordinate responses to client audit requests.
• Identify and implement process improvements to increase scalability, efficiency and client service delivery.
• Develop and maintain best practices for client operations and participate in strategic projects as directed by department leadership.
• Ensure compliance with firm operations, policies, and procedures and handle sensitive matters with discretion.

Qualifications

• Demonstrated ability to build and maintain trust‑based relationships with partners and clients.
• Strong analytical, organizational and project management skills.
• Excellent interpersonal, written and verbal communication skills.
• Deep understanding of law firm client administration: intake, billing, e‑billing, conflicts, KYC, rates, pricing and collections.
• Proficiency in relevant firm software (Outlook, Excel, Aderant Expert, iManage) and ability to learn new systems quickly.
• Ability to handle multiple projects, shifting priorities and meet deadlines in a fast‑paced environment.
• Solutions‑oriented, proactive approach to problem‑solving and process improvement.
• High attention to detail, discretion and professionalism in handling sensitive matters.
• Ability to work well independently and within a team.
• Flexibility to adjust hours and work the hours necessary to meet operating and business needs.
• Knowledge of and ability to administer firm operations, policies and procedures.

Education and Experience

Bachelor’s degree required; advanced degree or relevant certifications preferred. Minimum of five (5) years of law firm or professional services experience in client administration, billing, or related functions.

Benefits

• Competitive salaries and year‑end discretionary bonuses.
• Comprehensive health care (medical, dental, vision), savings plan/401(k) and voluntary benefits.
• Generous paid time off and paid leave options, including parental leave.
• In‑classroom, remote, and on‑demand learning and professional development opportunities.
• Robust well‑being classes and programs.
• Opportunities to give back and make an impact in local communities.

Salary

$140,000 – $165,000. Actual salary will be determined based on skills, experience and other‑job‑related factors, consistent with applicable law. This position may be eligible for a discretionary year‑end bonus.

EEO Statement

Skadden is an Equal Opportunity Employer. It does not discriminate against applicants or employees on the basis of any legally impermissible factor, including race, color, religion, creed, sex, national origin, ancestry, age, alienage or citizenship status, marital or familial status, domestic partnership status, caregiver status, sexual orientation, gender, gender identity or expression, change of sex or transgender status, genetic information, medical condition, pregnancy, childbirth or related medical conditions, sexual and reproductive health decisions, disability, or protected military or veteran status. Applicants who require an accommodation during the application process should contact Alex Taylor at 212‑735‑2176.