Matter Management Coordinator

Overview
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 Withers

Where global collaboration achieves exceptional results. 

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A law firm focused on people and collaboration. 

For the past 125 years, Withers has supported some of the world’s most remarkable people and organizations at defining moments in their lives. 

We are the only international law firm focused on successful individuals and private capital, working closely with founders, investors and family offices. We also advise governments, charities, global brands and start-ups of all shapes and sizes. 

Many of our clients are shaping the future and creating solutions to tackle many of the world’s problems. It makes for a fascinating and challenging practice. 

Our role is to get to know each individual client, find out where they want to be, and help them to get there – whether they are building a business, buying a home or protecting and defending their interests. 

To meet their unique needs we are exceptionally collaborative, working together across teams and time zones. And we are agile – focusing on strategy rather than rigid ideas and traditional hierarchy.  

Join us to be part of a team that is always looking to the future. Where initiative, big ideas and bold moves are always encouraged. Where you can truly be yourself. 

We are delighted to announce that we have been awarded Mansfield Certification Plus in relation to our recruitment and leadership progression efforts in the US and UK. This certification is an encouraging milestone as we continue to champion diversity within our organization and in the wider legal sector. 

For more information on Withers, please visit the following links: General Career Site, LinkedIn, About Us 

Equal Opportunities Employment Statement 

The firm 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 us.recruiting@withersworldwide.com with your request.  Determinations on requests for reasonable accommodation are made on a case-by-case basis.