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 matching

Year-end bonus

Referral bonus

Job summary

Mayer LLP is seeking an detail‑oriented Conflict Analyst to support our Dallas office. You will perform conflict checks, maintain precise records, and coordinate with attorneys, billing, and support staff to ensure accurate client and matter data.

The role requires discretion, strong data-entry skills, and the ability to manage multiple requests in a fast-paced environment. Hybrid work is available with in‑office collaboration.

Qualifications

• Experience in a law firm or professional services environment preferred.
• Experience with conflict checking, new-matter intake, and matter maintenance preferred.
• Experience handling confidential client information and records.
• Familiarity with legal terminology and firm operations a plus.

Responsibilities

• Conduct conflict checks for new clients and matters using firm's tools.
• Review conflict results and escalate concerns for review.
• Ensure all relevant parties are included in conflict searches.
• Prepare and maintain conflict waiver documentation and follow-up.
• Maintain records of conflict searches, approvals and related correspondence.
• Review new-matter requests for completeness before processing.
• Enter and maintain client/matter information across firm systems.
• Identify and correct incomplete or duplicate records.
• Collaborate with billing and collections teams on data issues.
• Communicate with attorneys and staff to resolve intake, billing and data issues.

Skills

Attention to detail

Time management

Written communication

Verbal communication

Discretion

Data entry

Team collaboration

Tools

Westlaw

Harvey AI

Coyote

PointOne

iManage

Microsoft Office

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 expedite 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 escalate 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

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