Matter & Time Compliance Specialist - Milbank LLP

Client/Matter Intake Compliance

• Quality control of new client/matter intake to include: review of incoming matters; triage with finance team to ensure quality and consistency.
• Review and approve new/amended case memos received through the Intapp Open (matter intake software) to identify missing or incorrect information; make modifications and request necessary approvals.
• Assist with client/matter review to ensure setups comply with clients’ Outside Counsel Billing Guidelines [OCG’s] (i.e. time increments, frequency, invoice(s) template, volume discounts), with focus on practice areas’ billing standards (Financial Restructuring [FRG], Litigation [LIT], etc.).
• Assist in maintaining client/matter setups and Alternative Fee Agreements [AFA’s] including estimates, estimated completion dates, budgets and caps.
• Add task and activity codes to matters as appropriate.
• Ensure new clients and matters are imported correctly into the 3E billing system, and assist with enhancements to existing intake processes.
• Review new and existing clients to group under related client umbrellas to ensure correct reporting and implementation of fee agreements.

 Electronic Billing (ebilling) Compliance

• Ensure compliance with various ebilling standards: block billing, vague entries, admin/clerical tasks, spelling, grammar and abbreviations.
• Quality control of new client/matter intake for key ebilling fields; work with ebilling team and revenue team to obtain missing information.
• Maintain lists of clients’ trigger words leading to rejections/short-pays.
• Assist with monitoring setups on model matters to ensure compliance at opening for ebilling.

Time Entry Compliance

• Review incoming time loads for narrative compliance with practice group standards (FRG, LIT); ensure correct time entry formats and syntax.
• Run TimeChecker weekly on all new FRG time to ensure embedded time increments tie to the hours on each timecard.
• Assist with Time Checker and Intapp Terms software (or comparable products) to suggest time entry rules for increased compliance.
• Review time entries for ‘meeting matching’ across multiple timekeepers.
• Identify timekeepers not in compliance with practice group rules and/or client guidelines.
• Work with department leaders to escalate to Talent Managers / Practice Group Leaders as needed.
• Assist in clean up of unreleased time as well as time in the temporary Unopened Matters accounts.
• Partner with Revenue, LTAs and Legal Assistants to implement edits in the time & billing system.

Additional key areas:

• Respond to inquiries/questions in a timely manner and escalate issues as needed to Supervisor, Manager, Director or other firm management as needed.
• Prepare various reports and analysis, as requested.
• Provide coverage during absence of other team members.
• Flexibility with overtime when necessary.
• Other responsibilities as they may be assigned from time-to-time.

The anticipated base salary range offered for this role will be between $50,000 to $65,000 and represents the firm’s good faith and reasonable estimate of the base compensation range. Actual base compensation will be dependent upon several factors, including but not limited to the candidate’s relevant experience, performance, qualifications, degrees, and location, as well as the needs of the firm.

This position is hybrid (2x office/3x remote).

• A Bachelor degree or equivalent experience is required; preferably in Accounting or Business.
• Finance experience in professional services industry a plus.
• Software: Financial software experience a plus.
• Proficiency in MS Outlook, Excel, Word.
• Strong written (including word processing) and verbal communication skills; strong spelling and grammar skills for proofreading.
• Ability to think critically/analytically and exhibit sound judgment.
• Strong organizational skills and an ability to prioritize; follows through on assignments; results oriented.
• Ability to meet deadlines while maintaining strict attention to detail; works well under pressure.
• Works well in a team environment and collaborates with others but can function independently with minimal supervision when required.