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Matter Management Coordinator

We are currently recruiting for a Matter Management Coordinator to join our Texas office!

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Permanent - Full Time



Job Role


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The Matter Management Coordinator (MMC) is primarily responsible for the processing and coordination of certain billing and finance functions as well as processing new client and matter intake requests. The MMC is the key liaison between attorneys, secretaries, finance, risk, and our clients. The role requires proactive and continual management of financial and administrative aspects of matters implementing consistent best practice.

Essential duties and responsibilities
▪ Financial coordination including the monitoring of fees and other key financial metrics, regular updates to clients regarding fees and disbursements, and review of fee-earner narratives to ensure they are consistent with agreed client format
▪ Produce monthly invoices and coordinate production of narratives
▪ Process time entries and address movement requests
▪ Process third party invoices
▪ Improve speed and accuracy of billing practices and cost recovery
▪ Maintain bill trackers throughout the billing process
▪ Transmit invoices and liaise with clients and partners to address invoice related queries
▪ Assist with credit control tasks and debt management
▪ Produce credits and discounts as required
▪ Provide support to the development of fee proposals and matter management frameworks
▪ Complete billing tasks outside of the billing period, which includes ensuring that billable matters are fully opened, transferring time to correct files (on request), checking tax exemption, and that charge out rates and currencies are correct where applicable
▪ Generate regular reports to partners to ensure residual balances are addressed in accordance with all internal and statutory finance rules and regulations
▪ Assist with financial housekeeping, including prompt closure of completed and inactive matters, some aspects of general accounting, and research of financial information
▪ Process New Business Intake (NBI) requests, including obtaining all required information to complete risk based assessments for all new matters
▪ Submit conflict check requests to the Risk team and follow-up any requirements for further information
▪ Identification of Know Your Client requirements with respect to NBIs to include completion of anti-money laundering due diligence process, including requesting and obtaining correct documentation to ensure matters can be opened promptly
▪ Additional responsibilities as assigned

Key skills and experience
▪ A minimum of two years of relevant administrative and/or finance related experience, preferably in a professional services environment
▪ Highly proficient with Microsoft Office Suite
▪ Excellent oral and written communication skills, with the ability to influence others
▪ Detail-oriented, highly organized, and able to multi-task in a fast paced environment
▪ A strong team player who is also able to exercise thoughtful independent judgement
▪ Demonstrated ability to establish and maintain effective relationships with key stakeholders

Educational Requirements
▪ High School Diploma required, Bachelor's Degree preferred

About Withersworldwide International's Law Firm of the Year 2021
For 125 years, our firm has focused on and helped successful people, families, entrepreneurs, family businesses, governments and institutions negotiate the wide range of legal issues they face in their business and personal lives. Over time, we have gained valuable insights into the ways wealth can be generated, preserved, deployed and enhanced. We assist our clients in a variety of industry sectors including real estate, manufacturing, motorsport, luxury brands, sport, hotels and hospitality, technology, energy, art and cultural assets, life sciences, charities and philanthropy and financial services. With 18 offices our experience means we can see the global picture. We provide legal advice across a range of different practice areas including estate planning, personal and corporate tax and, corporate, banking and finance, access to capital (both private and public) both equity and debt, real estate, intellectual property, immigration, international trust structuring, philanthropy, luxury assets, international probate, public international law and international arbitration.

Equal Opportunities Employment Statement
Withers Bergman LLP is an Equal Employment Opportunity employer. Equal employment opportunity has been and will continue to be a fundamental principle at the firm. Employment at the firm is based upon personal capabilities and qualifications without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, military and veteran status, gender identity or expression, genetic information, or any other characteristic protected by federal, state, or local law. The firm prohibits and will not tolerate any discrimination or harassment on the basis of any of these classifications or characteristics.
If you are interested in applying for employment and need special assistance or an accommodation to use our website to apply for a position, please contact the firm at 203 789 1320 or email with your request. Determinations on requests for reasonable accommodation are made on a case-by-case basis.

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