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ensuring information remains current and accurate across firm systems • Identify and correct incomplete, duplicate, outdated, or inconsistent records across firm databases • Maintain a high level of accuracy and attention to detail when entering, reviewing, and updating information •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) #LI-CO1