Matter Onboarding Coordinator

Carr Allison Pugh Howard Oliver & Sisson PC; Birmingham (AL); Hybrid; USD 42,000 - 65,000; Full time

Job summary

Carr Allison in Birmingham, AL is hiring a detail-oriented Matter Onboarding Coordinator to support our Electronic Billing Team. You will ensure matters are set up correctly on client e-billing sites, verify budgets, and confirm rates match client approvals to prevent invoice delays.

Working with attorneys, legal assistants, and client billing contacts, you will maintain a tracking log, upload revised budgets, and keep matter setup on track for a smooth first billing cycle.

Qualifications

• High school diploma or equivalent required; higher degrees preferred.
• Proficiency in Excel, Outlook and Word; quick learner of new software.
• Strong organizational skills with ability to manage multiple matters and deadlines.
• Effective written and verbal communication; professional client interaction.
• Attention to detail and accuracy when cross-checking data across systems.
• Ability to work independently and as part of a team.

Responsibilities

• Check new electronic billing matters for complete and accurate setup before the first invoice.
• Confirm matter creation/ linking on client e-billing platforms and follow up as needed.
• Ensure billing information matches client-site details, including matter IDs and rate records.
• Update information when adjusters or timekeepers change across systems.
• Maintain a tracking log of new e-billing matters and statuses.
• Upload budgets and track submission/approval status; alert on missing items.
• Compare firm rates with client-approved rates and resolve discrepancies.
• Process timekeeper and rate requests through client portals when required.
• Serve as liaison between the Electronic Billing Team, attorneys, and clients.

Skills

Strong computer skills

Organizational skills

Written and verbal communication

Attention to detail

Team player

Education

High school diploma or equivalent

Associates/Bachelor's degree preferred

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Word

Job description

Carr Allison is a well-regarded civil litigation firm, boasting a team of over 150 attorneys across the Southeast. Our unique philosophy of "early identification - early resolution" has earned us decades of trust and respect from our clients. At Carr Allison, our success is fueled by the collective efforts of our team, and we believe that an open-door policy is essential to our continued growth. We proudly champion teamwork, collaboration, and the pursuit of excellence as the cornerstones of our firm’s culture. Join a team where your growth is our priority and your work truly matters.
We are currently hiring for a Matter Onboarding Coordinator for our Birmingham, Alabama office.

Carr Allison is looking for a detail-oriented, highly organized Matter Onboarding Coordinator to support our Electronic Billing Team. This person makes sure electronic billing matters are set up fully and correctly before initial invoices go out. Working with the billing team, attorneys, legal assistants, and client billing contacts, the coordinator confirms that matters are active on the right client e-billing sites, that budgets have been uploaded, and that firm rate sets match the rates the client approved. This helps keep invoices from being rejected, avoids payment delays, and supports a smooth billing cycle from the start.

Essential Duties and Responsibilities

• Check new electronic billing matters for complete and accurate setup before the billing team sends the first invoice.
• Confirm that each matter has been created, accepted, or linked on the right client e-billing platform, and follow up on any matter that is missing or pending.
• Make sure matter information in the firm's billing system matches the client's e-billing site, including matter numbers, client matter IDs, timekeeper listings, office and vendor details, and billing contacts.
• Update adjuster and claims professional information on matters, both in the firm's billing system and on client e-billing sites, whenever the assigned adjuster changes.
• Keep a tracking log of new e-billing matters that shows setup status, open items, and when each matter is ready to bill.
• Get completed matter budgets from attorneys or client contacts and upload them to client e-billing sites as each client requires.
• Track budget submission and approval status, and tell the billing team about any budget that is missing, rejected, or nearly used up.
• Upload revised budgets when attorneys provide them.
• Compare the rate sets in the firm's billing system against client-approved rates, rate agreements, and the timekeeper rates listed on e-billing sites.
• Find rate differences, such as missing timekeepers, wrong classifications, or unapproved rate increases, and coordinate fixes before invoices are submitted.
• Help submit timekeeper and rate requests through client e-billing portals when needed.
• Serve as a point of contact between the Electronic Billing Team, attorneys, legal assistants, and client billing representatives on matter setup issues.
• Send clear, timely updates on setup status, missing information, and any problems that could delay first invoices.
• Follow up quickly on open items so matters are ready on time for the billing cycle.
• Help keep internal procedures and client-specific billing guidelines up to date.

Qualifications

Required

• High school diploma or equivalent. An associate's or bachelor's degree, or equivalent work experience, is preferred.
• Strong computer skills, including Microsoft Excel, Outlook, and Word, and the ability to learn new software and web-based platforms quickly.
• Excellent organizational skills and the ability to handle many matters, deadlines, and priorities at once.
• Effective written and verbal communication skills, plus a professional, service-focused approach when working with attorneys, staff, and clients.
• Strong attention to detail and accuracy, especially when comparing data across systems.
• Ability to work on your own and as part of a team.

Preferred

• Experience with Aderant or BillBlast.
• Experience with client e-billing platforms such as Legal Tracker, CounselLink, Collaborati, TyMetrix, Bottomline, or similar systems.
• Prior law firm billing, accounting, or legal administrative experience.

Office Culture:

• Strong, close-knit team with a supportive and easy-going environment.
• Emphasis on teamwork, accountability, and continuous improvement.

This position is offered as either a hybrid or remote role. Remote work requires reliable high-speed internet connection and a quiet, private workspace.

Be part of a firm that values your potential and empowers your success.