[Hiring] Client Maintenance Specialist @Greenberg Traurig

Role Description

Join our Revenue Management Team as a Client Maintenance Specialist located in our Phoenix office. We are seeking a professional who thrives in a fast-paced, deadline-driven environment. The ideal candidate possesses strong problem-solving and decision-making abilities, ensuring efficiency and accuracy in every task. Excellent communication skills are essential for collaborating effectively across teams and delivering exceptional client service. With a client-focused mindset and an initiative-taking approach, you will play a critical role in driving success.

This role will be based in our Phoenix office, on a remote basis. This role reports to the Director of Revenue Management.

Position Summary:

The Client Maintenance Specialist is responsible for maintaining up-to-date client and matter data within the firm’s financial and practice management systems. This role ensures the integrity of billing information, rate structures, matter status, and client requirements to support seamless billing, reporting, and compliance processes. The position collaborates closely with attorneys, billing teams, finance leadership, and administrative staff to ensure data accuracy and operational efficiency.

Key Responsibilities:

• Creates client and matter records in the firm’s practice management system (e.g., Aderant, Elite, 3E) and ensures compliance with firm naming conventions and matter setup protocols.
• Maintains and updates billing addresses, contact information, invoice delivery preferences, attorney rate structures, and client-specific rate agreements.
• Periodically updates matter status (open, closed, pending) and ensures proper documentation.
• Reviews and inputs matter plans, billing notes, and special client requirements.
• Manages rate uploads, adjustments, and billing arrangements in accordance with client contracts, including updates to fee structures and alternative fee agreements.
• Coordinates with billing and eBilling teams to ensure data aligns with vendor portal requirements and to resolve data discrepancies.
• Records and maintains outside counsel guidelines (OCGs) and billing restrictions.
• Tracks client-specific billing instructions and ensures they are reflected in system notes.
• Attends onsite trainings and conducts business travel as needed.
• Flexibility to work overtime.

Qualifications

• Ability to work under pressure to meet strict deadlines and effectively prioritize multiple tasks.
• Strong attention to detail and outstanding organizational skills.
• Demonstrates the ability to adapt and shift priorities in a fast-paced environment.
• Requires strong analytical and problem-solving skills to identify and resolve issues independently and effectively.
• Exemplifies excellent interpersonal and written/verbal communication skills, maintains a professional demeanor and polished presentation, and thrives in collaborative, team-oriented environments.
• Recognizes confidential, sensitive, and proprietary information and maintains such information as confidential.

Requirements

• Bachelor’s degree or equivalent experience preferred.
• A minimum of one year of work experience; law firm or accounting/financial experience preferred.
• Computer proficiency in Windows-based software and Microsoft Office Suite applications.
• Exceptional computer skills with the ability to learn new software applications quickly.
• Understanding of AI capabilities, limitations, and responsible use in a professional environment.
• Familiarity with, or willingness to learn, firm-approved AI tools (e.g., Copilot, ChatGPT, or similar platforms) to support daily workflow and/or improve work quality.

Benefits

• The expected pay range for this position is: $34.76 - $37.8 per hour.
• Actual pay will be adjusted based on experience, location, and other job-related factors permitted by law.
• Full-time employees may be eligible for a discretionary bonus, health insurance with an optional HSA, short-term disability, long-term disability, dental insurance, vision care, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, 401K, vacation, sick time, and an employee assistance program.
• Additional voluntary programs include: voluntary accident insurance, voluntary life, voluntary disability, voluntary critical illness and cancer insurance, and pet insurance.
• Commuter and Transit programs may also be available in certain markets.