Conflict & Matter Maintenance Coordinator

Mayer LLP Legal Administrative Assistant

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• Identify and correct incomplete, duplicate, outdated, or inconsistent records across firm databases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

• 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)

$45,000 - $50,000 a year Compensation is commensurate with years of experience