Counsel Management Coordinator

AmTrust Financial Services Inc.; Chicago, Northern (IL, KY); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Medical & Dental Plans

401k Savings Plans

Paid Time Off

Job summary

AmTrust Financial Services is seeking a Counsel Management Coordinator to support onboarding and governance for outside counsel relationships. You will manage documentation, rates, and data across legal operations systems while coordinating with law firms, claims teams and internal partners.

The role emphasizes process improvement, compliance with guidelines and effective communication throughout the engagement lifecycle, with potential work across multiple AmTrust offices.

Qualifications

• Associate’s degree required; bachelor’s degree preferred in business, legal studies or related field.
• Minimum of 3 years of relevant professional experience.
• Experience supporting insurance, legal operations, claims or outside counsel management.
• Understanding of law firm structures, billing practices, and operations.
• Strong attention to detail and professional judgment.
• Excellent organizational, analytical and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficient with legal operations technology, including matter management and e-billing.

Responsibilities

• Coordinate end-to-end onboarding for outside law firms and legal service providers.
• Collect, review and maintain onboarding documentation and compliance records.
• Monitor onboarding status and ensure timely completion of requirements.
• Maintain onboarding records in legal operations systems.
• Chair rate and timekeeper data with approved rate structures.
• Support administration of outside counsel management, litigation and e-billing platforms.
• Generate reports on onboarding, rate administration and compliance metrics.
• Serve as primary contact for law firms on onboarding, system access and compliance.
• Collaborate with claims, legal staff, vendors and partners to resolve issues.
• Develop process guides, FAQs and communications for law firm engagement.

Skills

Attention to detail

Organizational skills

Analytical skills

Communication skills

Time management

Problem-solving

Multitasking

Microsoft Office

Excel

PowerPoint

Education

Associate’s degree

Bachelor’s degree

Tools

Microsoft Office

e-billing platforms

matter management systems

Job description

Responsible forsupportingtheCounsel ManagementDepartment inthe administration, onboarding andmanaging ofoutside counsel relationships. Thie role serves as a key operational resource for law firms, claims professionals and internal business partners, ensuring accurate documentation, compliance with requirements, rate administration and effective communication throughout the law firm engagement lifecycle. The Counsel Management Coordinator maintains data integrity across legal operations systems, supports process improvements and helps ensure adherence to company guidelines and legal spend management objectives.

*THIS ROLE CAN BE IN ANY AMTRUST OFFICE*

Responsibilities

Law Firm Onboarding & Documentation Management

• Coordinate the end-to-end onboarding process for outside law firms and legal service providers.
• Facilitate collection, review, tracking, and maintenance of required onboarding documentation, including engagement materials, guideline acknowledgments, insurance documentation, tax forms, diversity information, and other compliance-related records.
• Monitor onboarding status and proactively communicate with firms to ensure timely completion of requirements.
• Maintain accurate and current onboarding records within designated legal operations systems and repositories.
• Conduct periodic reviews of law firm records to ensure documentation remains current and compliant with company requirements.
• Identify and escalated missing, incomplete, or expired documentation and coordinate remediation efforts.

Rate & Timekeeper Administration

• Coordinate the submission, review, and maintenance of law firm rates and timekeeper information.
• Update and maintain rate documentation, approvals, and supporting records in accordance with established policies and controls.
• Ensure approved rates and timekeeper profiles are accurately reflected within litigation management and e-billing platforms.
• Support annual and ad hoc rate review processes, including collection of supporting documentation and tracking approval workflows.
• Partner with internal stakeholders to ensure consistency between approved rate structures and legal operations systems.

Legal Operations Systems & Data Management

• Support administration of outside counsel management, litigation management, and e-billing technology platforms.
• Maintain data integrity by updating firm profiles, referral routing information, organizational structures, and matter-related data.
• Perform data validation, auditing, and quality assurance activities to ensure system accuracy and compliance.
• Assist with identifying operational efficiencies and process improvements within legal operations workflows.
• Generate and distribute reports related to law firm onboarding, rate administration, compliance metrics, and system activities.

Communication & Stakeholder Support

• Serve as a primary point of contact for law firms regarding onboarding requirements, system access, rate submissions, and compliance-related inquiries.
• Provide responsive support to law firms navigating litigation management and e-billing platforms.
• Communicate onboarding requirements, process updates, and policy changes to law firms and internal stakeholders.
• Collaborate with claims professionals, legal staff, vendors, and business partners to resolve operational issues and facilitate effective service delivery.
• Develop and maintain reference materials, process guides, FAQs, and other communications to support law firm engagement and compliance.
• Escalate complex issues to leadership while ensuring timely follow-up and resolution.

Compliance & Governance Support

• Support administration and enforcement of outside counsel guidelines and engagement requirements.
• Coordinate legal referral exception requests and required approval processes.
• Monitor compliance with onboarding standards, billing requirements, and outside counsel program expectations.
• Assist with audits, documentation reviews, and reporting initiatives related to law firm compliance and governance activities.
• Maintain confidentiality and handle sensitive business information with discretion and professionalism.

Continuous Improvement & Administrative Support

• Stay current on industry trends, legal operations best practices, and emerging legal technology solutions.
• Recommend enhancements to workflows, documentation standards, and stakeholder communications.
• Assist with special projects, departmental initiatives, and process improvement efforts.
• Perform other functionally related duties as assigned.
• May be required to work overtime as assigned.

Qualifications

Required

• Associate’s degreerequired, bachelor’s degree preferred. Degree concentrations in Business Administration, Legal Studies, Paralegal Studies, Insurance or a related field are preferred.
• Minimum of3 yearsof relevant professionalexperience.
• Experience supporting insurance, legal operations, claims, outside counsel management, vendor management, or related business operations functions.
• Understanding of law firm organizational structures, staffing models, billing practices, and business operations.
• Strong attention to detail and sound professional judgment.
• Excellent organizational, analytical, and problem-solving skills.
• Strong verbal and written communication skills with the ability to interact effectively with internal and external stakeholders.
• Demonstrated ability to manage multiple priorities and meet established deadlines in a fast-paced environment.
• Experience with legal operations technology, including matter management, e-billing, legal spend management, vendor management, and reporting platforms.
• Proficiency in maintaining accurate documentation, managing records, and ensuring data integrity within enterprise systems.
• Proficient in Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint.

Preferred

• Bachelor's degree in Business Administration, Legal Studies, Paralegal Studies, Insurance, Communications, or a related field.
• Experience supporting law firm onboarding, outside counsel management, legal operations, procurement, or vendor compliance functions.
• Experience administering e-billing, matter management, or legal spend management platforms.
• Knowledge of insurance claims operations and litigation management processes.
• Experience developing process documentation, training materials, job aids, and stakeholder communications.

This job description is designed to provide a general overview of the job and does not entail a comprehensive listing of all activities, duties, or responsibilities that will be required in this position. AmTrust has the right to revise this job description at any time.

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What We Offer

AmTrust Financial Services offers a competitive compensation package and excellent career advancement opportunities. Our benefits include: Medical & Dental Plans, Life Insurance, including eligible spouses & children, Health Care Flexible Spending, Dependent Care, 401k Savings Plans, Paid Time Off.AmTrust strives to create a diverse and inclusive culture where thoughts and ideas of all employees are appreciated and respected. This concept encompasses but is not limited to human differences with regard to race, ethnicity, gender, sexual orientation, culture, religion or disabilities.AmTrust values excellence and recognizes that by embracing the diverse backgrounds, skills, and perspectives of its workforce, it will sustain a competitive advantage and remain an employer of choice. Diversity is a business imperative, enabling us to attract, retain and develop the best talent available. We see diversity as more than just policies and practices. It is an integral part of who we are as a company, how we operate and how we see our future