Conflict & Matter Maintenance Coordinator

At Mayer LLP, we believe in doing law differently — with collaboration, innovation and determination at the core. Founded by a team of experienced, entrepreneurial attorneys, we’ve built a firm where client interests come first and teamwork drives results. With a Southwest regional footprint spanning Texas, New Mexico and Arkansas and a breadth of practice areas including corporate & securities, litigation, real estate, tax, labor & employment, healthcare and immigration, we serve clients ranging from start-ups to Fortune 500 companies across industries. If you thrive in a dynamic, growth-minded environment where your contribution directly matters and you’ll work alongside skilled professionals focused on achieving business-driven legal solutions, Mayer is where you can make an impact.

Responsibilities
Conduct conflict checks for new clients and matters using the firm’s conflict-search tools and databases Review conflict search results and escalate potential conflicts or concerns for further review and resolution Ensure all relevant parties and entities are included in conflict searches, including clients, insureds, insurance carriers, claimants, opposing parties, and related entities Prepare and maintain documentation related to conflict waivers, including tracking requests, approvals, conditions, and follow-up requirements Maintain accurate and complete records of conflict searches, results, approvals, waivers, and related correspondence Review new-matter requests for completeness and accuracy prior to processing Review assignment letters, engagement letters, billing guidelines, and other intake documentation to ensure matters are established accurately and appropriately Enter and maintain client and matter information, including claim numbers, billing contacts, responsible attorneys, matter assignments, rate information, and contact records Process updates to existing matters, including changes to attorneys, parties, billing arrangements, contact information, and matter status Update client and matter contact records as needed, ensuring information remains current and accurate across firm systems Identify and correct incomplete, duplicate, outdated, or inconsistent records across firm databases Maintain a high level of accuracy and attention to detail when entering, reviewing, and updating information Develop a working knowledge of the firm’s billing processes and procedures to effectively collaborate with billing and collections teams Review and verify billing-related information within client and matter records, including rates, billing contacts, billing guidelines, and billing arrangements Partner with billing and collections personnel to identify and resolve discrepancies in client, conflict, or matter data that may impact invoicing or collections Communicate effectively with attorneys, legal assistants, accounting, billing, and other departments to obtain missing information and resolve intake, conflict, billing, and matter-maintenance issues Perform other duties and responsibilities as assigned

Experience
2+ years of experience in a law firm, legal services, professional services, or similar administrative environment preferred. Experience with conflict checking, new-matter intake, matter maintenance, legal case-management systems, or legal billing systems strongly preferred. Previous experience working with confidential client information and maintaining sensitive records required. Experience coordinating with attorneys, legal support staff, accounting, billing, or other internal departments preferred. Familiarity with legal terminology, law firm operations, and the litigation or insurance defense environment is a plus. Strong data-entry and database management skills, with a demonstrated ability to maintain accurate and organized records. Exceptional attention to detail and the ability to identify discrepancies, omissions, and inconsistencies. Strong organizational and time-management skills, with the ability to manage multiple requests and competing priorities. Excellent written and verbal communication skills. Ability to exercise discretion, maintain confidentiality, and handle sensitive information professionally. Strong problem-solving skills and the ability to research issues, identify appropriate next steps, and escalate matters when necessary. Proficiency with Microsoft Office and the ability to learn and effectively use firm-specific databases and software. Ability to work collaboratively with attorneys and administrative, billing, accounting, and support teams in a fast-paced professional environment.

Technology
Mayer LLP has implemented the following technology platforms: Westlaw Harvey AI Coyote PointOne iManage

Benefits
Full suite of health/dental/vision benefits that go into effect the 1st of the month after an employee starts with the firm 10 company holidays + 4 early release days 16 PTO days Hybrid schedule (3 days/week in office, 2 days/week at home) 401k + firm match based on previous year revenue. Historically we have matched 25% up to 6% of the employee contribution Discretionary year end bonus Employee referral bonus ($2000 - $4000)

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