What are the responsibilities and job description for the Client Account Coordinator position at WilmerHale?
WilmerHale is a leading, full-service international law firm with 1,000 lawyers located throughout 12 offices in the United States, Europe and Asia. Our lawyers work at the intersection of government, technology and business, and we remain committed to our guiding principles of providing quality, excellent legal and client services; developing diversity among our lawyers and staff and cultivating an environment that promotes an ambitious spirit, collaboration and collegiality by drawing on the extraordinary talents and dynamic experience of our lawyers. Our goal is to reflect the diversity of our clients and the communities in which we practice.
What You Will Be Doing
Assist with maintaining integrity of client and matter financial data. Review and set up approved non-standard pricing arrangements. Assist with review of New Business Intake forms with standard pricing. Maintain timekeeper information and provide departmental administrative support.
About This Role
- Maintain Elite 3E Client and Matter Maintenance Records, including but not limited to: coding, set-up and notes related to pricing arrangements; address changes; currency changes; attorney responsibility changes; non-pricing notes. Close/reopen matters upon request, escalating clients or matters with expired non-standard pricing to Client Account Analyst for review.
- Review and complete Elite 3E set-ups of confirmed pricing arrangements as confirmed as part of the firm’s annual Rate Increase Notification/Negotiation process.
- Monitor New Business Intake system. Process forms and complete set-up for all standard pricing arrangements. Complete set-up, as instructed by the Client Account Analyst or as approved by the Finance Committee, of all non-standard pricing arrangements.
- Review QuickLaunch engagement letters for pricing set-up as part of the New Business Intake process, escalating non-standard arrangements for review as necessary. Review on a regular schedule status of deferrals, start-up services, and program “graduation”.
- Review Outside Counsel Guidelines Finance Summary and make required edits to client and matter maintenance records in Elite 3E as directed to ensure adherence to Outside Counsel Guidelines (OCGs) and any negotiated rate agreements.
- Submit timekeepers for approval in client e-billing systems both as part of the Annual Rate Process as well as on an ad hoc basis.
- Monitors Client-Matter Setups mailbox and departmental hotline to ensure requests are handled on a timely basis.
- Assists the Client Account Specialists with processing proformas, write-offs, prepares and edits invoices, and generates reminder statements for assigned clients and billing attorneys using Elite 3E.
- Pull cost receipts for clients that require the cost backup to accompany the invoice.
- Provide administrative and organizational support to department as necessary.
- Contributes to the Firm's ServiceMatters initiative to consistently improve its image internally and externally. Displays professionalism, quality service and a "can do" attitude to internal members/departments of the Firm as well as external clients and vendors via electronic and print correspondence, over the telephone and in-person.
