Conflict & Matter Maintenance Coordinator

Mayer LLP; Dallas (TX); Hybrid; USD 45,000 - 50,000; Full time

Benefits offered by this job

Health benefits

Hybrid schedule

401k match

Year-end bonus

Referral bonus

Holidays and PTO

PTO days

Job summary

Mayer LLP in Dallas, TX is seeking an administrator to handle conflict checks, new-matter intake and records maintenance. The role requires precise data entry, strong communication, and coordination with attorneys, billing, and support staff.

A hybrid work schedule is offered, with in-office and remote collaboration to support efficient client service. The candidate should have 2+ years of relevant experience, familiarity with matter management and billing systems, and a commitment to

Qualifications

• 2+ years in a law firm or similar admin environment.
• Experience with conflict checking and new-matter intake preferred.
• Experience handling confidential information.
• Strong data-entry and records management.

Responsibilities

• Conduct conflict checks for new clients and matters using firm tools.
• Review results and escalate potential conflicts for resolution.
• Ensure all relevant parties are included in conflict searches.
• Prepare and maintain documentation related to conflict waivers.
• Maintain records of conflict searches, results, approvals and waivers.
• Review new-matter requests for completeness and accuracy.
• Enter and maintain client/matter information and billing contacts.
• Update records and ensure data accuracy across firm systems.
• Collaborate with billing and collections to resolve data discrepancies.

Skills

Attention to detail

Data entry

Communication

Team collaboration

Microsoft Office

Tools

Legal billing systems

Matter management systems

Job description

At Mayer LLP, we believe in doing law differently — with collaboration, innovation and determination at the core. Founded by a team of experienced, entrepreneurial attorneys, we’ve built a firm where client interests come first and teamwork drives results. With a Southwest regional footprint spanning Texas, New Mexico and Arkansas and a breadth of practice areas including corporate & securities, litigation, real estate, tax, labor & employment, healthcare and immigration, we serve clients ranging from start-ups to Fortune 500 companies across industries. If you thrive in a dynamic, growth-minded environment where your contribution directly matters and you’ll work alongside skilled professionals focused on achieving business-driven legal solutions, Mayer is where you can make an impact.

Responsibilities

• Conduct conflict checks for new clients and matters using the firm’s conflict-search tools and databases
• Review conflict search results and esc??? potential conflicts or concerns for further review and resolution
• Ensure all relevant parties and entities are included in conflict searches, including clients, insureds, insurance carriers, claimants, opposing parties, and related entities
• Prepare and maintain documentation related to conflict waivers, including tracking requests, approvals, conditions, and follow-up requirements
• Maintain accurate and complete records of conflict searches, results, approvals, waivers, and related correspondence
• Review new-matter requests for completeness and accuracy prior to processing
• Review assignment letters, engagement letters, billing guidelines, and other intake documentation to ensure matters are established accurately and appropriately
• Enter and maintain client and matter information, including claim numbers, billing contacts, responsible attorneys, matter assignments, rate information, and contact records
• Process updates to existing matters, including changes to attorneys, parties, billing arrangements, contact information, and matter status
• Update client and matter contact records as needed, ensuring information remains current and accurate across firm systems
• Identify and correct incomplete, duplicate, outdated, or inconsistent records across firm databases
• Maintain a high level of accuracy and attention to detail when entering, reviewing, and updating information
• Develop a working knowledge of the firm’s billing processes and procedures to effectively collaborate with billing and collections teams
• Review and verify billing-related information within client and matter records, including rates, billing contacts, billing guidelines, and billing arrangements
• Partner with billing and collections personnel to identify and resolve discrepancies in client, conflict, or matter data that may impact invoicing or collections
• Communicate effectively with attorneys, legal assistants, accounting, billing, and other departments to obtain missing information and resolve intake, conflict, billing, and matter-maintenance issues
• Perform other duties and responsibilities as assigned

Experience

• 2+ years of experience in a law firm, legal services, professional services, or similar administrative environment preferred.
• Experience with conflict checking, new-matter intake, matter maintenance, legal case-management systems, or legal billing systems strongly preferred.
• Previous experience working with confidential client information and maintaining sensitive records required.
• Experience coordinating with attorneys, legal support staff, accounting, billing, or other internal departments preferred.
• Familiarity with legal terminology, law firm operations, and the litigation or insurance defense environment is a plus.
• Strong data-entry and database management skills, with a demonstrated ability to maintain accurate and organized records.
• Exceptional attention to detail and the ability to identify discrepancies, omissions, and inconsistencies.
• Strong organizational and time-management skills, with the ability to manage multiple requests and competing priorities.
• Excellent written and verbal communication skills.
• Ability to exercise discretion, maintain confidentiality, and handle sensitive information professionally.
• Strong problem-solving skills and the ability to research issues, identify appropriate next steps, and escalation matters when necessary.
• Proficiency with Microsoft Office and the ability to learn and effectively use firm-specific databases and software.
• Ability to work collaboratively with attorneys and administrative, billing, accounting, and support teams in a fast-paced professional environment.

Technology

Mayer LLP has implemented the following technology platforms:

• Westlaw
• Harvey AI
• Coyote
• PointOne
• iManage

Benefits

• Full suite of health/dental/vision benefits that go into effect the 1st of the month after an employee starts with the firm
• 10 company holidays + 4 early release days
• 16 PTO days
• Hybrid schedule (3 days/week in office, 2 days/week at home)
• 401k + firm match based on previous year revenue. Historically we have matched 25% up to 6% of the employee contribution
• Discretionary year end bonus
• Employee referral bonus ($2000 - $4000)

$45,000 - $50,000 a year

Compensation is commensurate with years of experience