[Hiring] Matter Information Manager @Ogletree Deakins

Role Description

We have an opportunity for an experienced Matter Information Manager to join the firm’s expanding Corporate Accounting and Finance department. The Manager of Matter Information leads the Matter Information Department and is responsible for the accurate intake, setup, and ongoing management of matter and client-level billing data. This role oversees eBilling vendor management and configuration, new client on-boarding, and daily quality control processes to ensure billing data integrity firm-wide. The Manager leads a team of 10 professionals and is accountable for meeting daily KPIs and resolving all control reports each business day.

We will consider qualified applicants with criminal histories in the manner consistent with the Los Angeles Fair Chance Initiative for Hiring. Qualified applicants with arrest and conviction records will be considered for the position in accordance with the Fair Chance Ordinance.

Qualifications

• Bachelor's degree in Business, Finance, Accounting, or related field (or equivalent professional experience)
• 5+ years of experience in law firm billing, matter management, or a related operations role
• 2+ years of supervisory or management experience, including managing teams of 5 or more
• Hands-on experience with Aderant, Billblast, and InTapp Open required
• Strong working knowledge of eBilling vendor platforms and client eBilling requirements
• Demonstrated experience managing KPIs, SLAs, and daily operational control processes
• Excellent organizational skills with the ability to manage competing priorities under daily deadlines

Requirements

• Manage, coach, and develop a team of 10 Matter Information Analysts
• Set individual and team performance goals aligned to departmental KPIs
• Conduct regular one-on-ones, performance reviews, and training sessions
• Manage staffing, scheduling, and workload distribution to ensure adequate daily coverage
• Foster a culture of accuracy, accountability, and continuous improvement
• Oversee accurate and timely intake of new matter and client-level billing data
• Ensure data entered into billing systems is complete, consistent, and compliant with firm and client billing guidelines
• Establish and maintain quality control processes to minimize data entry errors
• Serve as the escalation point for complex or non-standard matter setup issues
• Lead the on-boarding process for new clients, ensuring billing requirements, and special instructions are captured accurately at intake
• Coordinate with Billing, Conflicts, Finance, Attorneys and Practice Assistants to ensure a smooth on-boarding experience
• Maintain documentation of client-specific billing requirements for ongoing reference
• Manage relationships with eBilling vendors and platforms
• Oversee setup, configuration, and maintenance of client eBilling requirements
• Stay current on eBilling vendor updates, requirements, and industry changes
• Establish, monitor, and report on daily KPIs for team productivity, accuracy, and turnaround time
• Ensure all daily control reports are reviewed and fully resolved by end of business each day
• Identify trends in errors or delays and implement corrective action plans
• Provide regular reporting to firm leadership on departmental performance metrics
• Serve as a subject matter expert in Aderant, Billblast, and InTapp Open (intake/on-boarding platform)
• Partner with IT and vendor support teams on system upgrades, enhancements, and issue resolution
• Identify opportunities to improve workflows and automate manual processes across these platforms
• Ensure team proficiency and provide ongoing training on system functionality and best practices
• Develop, document, and maintain standard operating procedures for matter intake, on-boarding, and eBilling setup
• Ensure compliance with firm billing policies, client outside counsel guidelines (OCGs), and ethical walls/conflicts requirements as applicable
• Partner cross-functionally with Billing, Collections, Conflicts, IT, and Finance to drive process efficiency

Benefits

• Paid Time Off
• Paid Sick Leave
• 401(k) matching program
• Profit Sharing
• Paid Holidays
• Paid Parental Leave
• Affordable Health and Life Insurance including Dental & Vision coverage
• Health Savings Account / Flexible Spending Accounts to help offset the cost of dependent care and/or health care expenses
• Tuition Reimbursement
• Employee Assistance Program