Matter Maintenance Specialist

Gordon Rees Scully Mansukhani, LLP; United States; Hybrid; USD 70,000 - 90,000; Full time

Job summary

A distinguished national law firm is seeking a Matter Maintenance Specialist to join their team with flexible remote and hybrid options. The ideal candidate should have over 2 years of relevant experience, strong organizational skills, and the ability to handle multiple tasks. Responsibilities include managing maintenance requests, processing updates, and ensuring compliance with billing guidelines. The role offers an annual salary range of $70,000 to $90,000 in a supportive environment where skills and expertise are valued.

Qualifications

• Minimum of 2 years of experience in legal or financial roles.
• Ability to handle a high volume of requests in a fast-paced environment.
• Demonstrated ability to maintain confidentiality and apply sound judgment.

Responsibilities

• Monitor and manage incoming maintenance requests.
• Process updates to existing client and matter records.
• Ensure compliance with firm financial policies.

Skills

Attention to detail

Organizational skills

Data validation

Communication

Prioritization

Tools

Upfront

Fresh Service

Aderant

Job description

Overview

Gordon Rees Scully Mansukhani, a distinguished national law firm with offices in all 50 states, is seeking an experienced Matter Maintenance Specialist to join our team. With flexible location options, including remote and hybrid arrangements, this is a fantastic opportunity for motivated individuals to advance their careers in a supportive and professional environment. The ideal candidate will have 2+ years of Matter Maintenance Specialist experience. We are committed to creating a diverse and inclusive environment for all employees. Join our team and become a key player in a thriving firm where your skills and expertise are highly valued.

The Matter Maintenance Specialist manages and processes post-opening client and matter updates, ensuring all changes are accurate, complete, and compliant with firm policies. This role supports attorneys, administrative staff, and finance teams by handling requests such as rate set updates, billing detail changes, matter transfers, and general matter maintenance. The Matter Maintenance Specialist reviews tickets, validates and updates data, and resolves discrepancies while adhering to billing guidelines and internal controls. The position requires strong attention to detail, sound judgment, and the ability to handle a high volume of requests in a fast-paced environment, maintaining confidentiality and providing timely, professional communication.

Responsibilities

• Monitor and manage incoming maintenance requests through the Upfront platform and Fresh Service ticketing system
• Review tickets for completeness, accuracy, and required approvals or supporting documentation
• Track ticket status and ensure timely completion within established service levels
• Process updates to existing client and matter records, including rate set changes, billing detail updates, matter transfers, and general data maintenance
• Ensure all updates are accurately reflected in firm systems and aligned with client agreements and billing guidelines
• Validate data prior to entry and perform quality checks after updates are completed
• Identify discrepancies, inconsistencies, or potential errors and recommend potential solutions
• Ensure proper documentation and audit trails are maintained for all changes
• Collaborate with billing and finance teams to ensure accuracy of rate structures and client billing requirements
• Ensure compliance with firm financial policies and client-specific billing rules

Qualifications

• Minimum of three (2) years of experience related to the duties described (e.g., risk management, accounting, or financial analysis), in a law firm.
• Prior law firm or financial analysis experience strongly preferred.
• Demonstrated ability to prioritize and manage multiple tasks while meeting deadlines in a fast-paced environment.
• Strong organizational skills and attention to detail.
• Ability to exercise discretion, maintain confidentiality, and apply sound judgment.
• Professional demeanor with the ability to interact effectively with attorneys, management, staff, and candidates.
• Experience conducting research and utilizing online databases.
• Proficiency with legal and business intake platforms and research tools, Upfront (or similar intake environment), Aderant (or similar accounting platform), preferred.
• Strong project coordination skills: experience supporting enterprise-wide initiatives is a plus.

Pay Range

USD $70,000.00 - USD $90,000.00 /Yr.

Gordon Rees Scully Mansukhani is an equal opportunity employer.