Client Intake Coordinator – Client Arrangements Team

Hinshaw & Culbertson LLP, a national law firm, currently has an excellent full-time employment opportunity for a Client Intake Coordinator – Client Arrangements Team position in our Chicago office. We offer competitive compensation and an excellent benefits package.

Position Summary:

The Client Intake Coordinator – Client Arrangements Team will support the processing and administration of our matter opening review process, including matter management, rate review, and adherence to Outside Counsel Guidelines. A substantial portion of this individual’s workload will be data management, and will include working with electronic billing sites. This position requires an individual who is attentive to detail, and who can work effectively both independently and within a team environment.

Duties and Responsibilities:

• Generate daily report for newly opened matters.
• Review newly opened matters to ensure compliance with Outside Counsel Guidelines.
• Review and set rates/rate levels on client/matters to ensure accurate billing and conformance with engagement letters or previously negotiated agreements.
• Revalue time entries to ensure conformance with newly updated rates/rate levels.
• Verify all relevant data for matters which are electronically billed through various websites, including confirming/editing matter on site, set up rates, timekeepers, and budgets.
• Set disbursement constraints/exclusions in Aderant consistent with Outside Counsel Guidelines.
• Liaison with Client Account team managers and coordinators to resolve open EP items resulting from rate issues.
• Set up split billing information and bill groups for matters requiring deductibles; verify contact information for insured parties as needed.
• Update internal processes and systems for opening matters to ensure all internal systems accurately reflect the data processed.
• Review daily system generated reports to ensure rate compliance for timekeepers.
• Provide rate information upon request.
• Update client contact information as needed.
• Update/verify attorney participation credit on matters as requested.
• As rates are changed or updated, enter the information in Aderant and communicate the same to respective Client Account team managers/coordinators.
• Assist the Client Arrangements Manager in ensuring that new or updated rate information has been communicated to all stakeholders which may include the Chief Financial Officer.
• Assist with maintenance of database of Outside Counsel Guidelines and assist with generating guidelines summary sheets for distribution to timekeepers.
• Monitor and respond to requests as they come in to the general Client Intake email box.
• Assist or handle other duties as assigned.

Qualifications and Prior Experience:

• Bachelor’s degree preferred
• Minimum of 2 years of experience with legal billing/e-billing and familiarity with matter management preferred.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Excel and Word required.
• Proficiency in Aderant Expert, Elite or comparable legal billing software preferred

As an EEO/AA employer, Hinshaw & Culbertson LLP will not discriminate in its employment practices due to an applicant’s age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, protected veteran or disability status or any other factor prohibited by law.