Matter Maintenance Specialist

Overview

Gordon Rees Scully Mansukhani is a national law firm with offices in all 50 states. We are seeking an experienced Matter Maintenance Specialist. Flexible location options, including remote and hybrid arrangements, are available. The role requires 2+ years of experience in matter maintenance.

The Matter Maintenance Specialist manages and processes post‑opening client and matter updates, ensuring all changes are accurate, complete, and compliant with firm policies. This role supports attorneys, administrative staff, and finance teams by handling requests such as rate set updates, billing detail changes, matter transfers, and general matter maintenance.

The Specialist reviews tickets, validates and updates data, resolves discrepancies, and adheres to billing guidelines and internal controls. Strong attention to detail, sound judgment, and the ability to handle a high volume of requests in a fast‑paced environment are essential.

• Monitor and manage incoming maintenance requests through the Upfront platform and Fresh Service ticketing system
• Review tickets for completeness, accuracy, and required approvals or supporting documentation
• Track ticket status and ensure timely completion within established service levels
• Process updates to existing client and matter records, including rate set changes, billing detail updates, matter transfers, and general data maintenance
• Ensure all updates are accurately reflected in firm systems and aligned with client agreements and billing guidelines
• Validate data prior to entry and perform quality checks after updates are completed
• Identify discrepancies, inconsistencies, or potential errors and recommend solutions
• Ensure proper documentation and audit trails are maintained for all changes
• Collaborate with billing and finance teams to ensure accuracy of rate structures and client billing requirements
• Ensure compliance with firm financial policies and client‑specific billing rules

• Minimum of two (2) years of experience related to the duties described, in a law firm or related field (e.g., risk management, accounting, or financial analysis)
• Prior law firm or financial analysis experience strongly preferred
• Demonstrated ability to prioritize and manage multiple tasks while meeting deadlines in a fast‑paced environment
• Strong organizational skills and attention to detail
• Ability to exercise discretion, maintain confidentiality, and apply sound judgment
• Professional demeanor with ability to interact effectively with attorneys, management, staff, and clients
• Experience conducting research and utilizing online databases
• Proficiency with legal and business intake platforms and research tools, such as Upfront (or similar), Aderant (or similar accounting platform)
• Strong project coordination skills; experience supporting enterprise‑wide initiatives is a plus

USD $70,000.00 — $90,000.00 /yr.

Gordon Rees Scully Mansukhani is an equal opportunity employer.