Client & Matter Intake Analyst

Position Summary

The Client & Matter Intake Analyst is responsible for reviewing, analyzing, and processing new client and matter requests to ensure accurate setup and ongoing maintenance within the firm's financial system.

This role reviews engagement letters, fee arrangements, billing structures, and client requirements to ensure matters are established in compliance with firm policies, outside counsel guidelines, and billing protocols.

The position plays a critical role in maintaining the integrity of client and matter data throughout the matter lifecycle, including openings, reopenings, modifications, and closures.

Primary Responsibilities

• Review and process new client and matter intake requests submitted through the firm's intake system.
• Analyze engagement letters and scope documents to accurately interpret:
  • Fee arrangements 
  • Rate structures and rate overrides
  • Billing formats and invoice requirements
  • Attorney designations and staffing structures
  • Phase, Task and activity code requirements (UTBMS)
  • Client-specific billing and reporting guidelines
• Accurately establish clients and matters in Aderant, ensuring correct:
  • Billing settings
  • Rate tables
  • Phase, Task Activity codes
  • Client hierarchy structures
  • Address data
  • E-billing configurations
• Process matter reopenings, modifications, and closures in accordance with firm procedures.
• Work with the Director of Revenue, Pricing Analyst, Billing and Collections Specialists, Attorneys and Legal Assistants to update yearly rates/arrangements for overall firm, clients and matters.
• Review and maintain data integrity of existing client and matter records.
• Ensure compliance with outside counsel guidelines and billing requirements.
• Identify discrepancies and proactively follow up with attorneys and practice assistants to obtain complete and accurate information.
• Assist with data cleanup initiatives and system integrity projects.
• Generate and analyze reports using Excel to validate data accuracy and monitor setup quality.
• Escalate complex issues to management when necessary.
• Contribute to process improvement and workflow optimization initiatives.

Required Qualifications

• Bachelor's degree required.
• Minimum 3–5 years of experience in a law firm intake, matter management, or finance operations role.
• Advanced knowledge of Aderant Expert (or equivalent legal financial system).
• Strong understanding of:
  • Legal billing structures
  • Rate management
  • Matter configuration
  • Task-based billing
  • Outside counsel guidelines
• Experience with Intapp Intake (or equivalent legal intake system).
• Proficiency in Microsoft Excel, including:
  • Pivot tables
  • VLOOKUP
  • Data validation
  • Filtering and large dataset analysis
• Strong analytical and problem-solving skills.
• Exceptional attention to detail and commitment to data accuracy.
• Ability to manage multiple priorities in a deadline-driven environment.
• Strong written and verbal communication skills.
• Experience supporting finance or revenue operations functions.

Compensation & Benefits

This position offers a compensation range of $75,000 to $80,000 annually, commensurate with experience and qualifications. Final compensation will be determined based on factors such as experience, skills, and qualifications. Staff may also be eligible for discretionary year-end bonuses and annual merit-based increase. The comprehensive benefits package includes medical, dental, vision, life, and disability insurance, a 401 (k) retirement plan and paid time off.