Proforma Review Specialist

1 month ago

Miamisburg, United States WilmerHale Full time

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

The Proforma Review Specialist is responsible for:
  • Analyzing daily time entry narratives for timekeepers assigned to one or more of the firm’s most complex client projects.   Typical projects require the analysis of over 1000 short narrative time entries each month, ensuring consistency and conformity to client requirements prior to finalizing client proformas.
  • Revising individual time entry narratives according to firm standards, partner preferences, and client guidelines
  • Providing feedback and coaching to all levels of the firm to improve time entry quality
  • Collaborating regarding administrative business processes, metrics, training, and reference materials
  • Performing data entry in the firm’s financial system of record

About This Role

Client/Matter Proforma Review:

  • Communicate with the partner/counsel, billing secretary, and senior billers on a weekly/monthly basis regarding matters in review.
  • Coordinate with Legal Project Managers (LPMs) assigned to supported matters to facilitate oversight and review of narrative edits prior to month end.
  • Support matter intake for each Proforma Review Services (“PRS”) assignment to include meeting with partners or counsel to set service expectations.
  • Stay abreast of client Outside Counsel Guidelines associated with PRS matter assignments and work with the LPM team to prepare and update client specific time entry guidance.
  • Support continuous improvement of proforma review techniques and associated time entry best practices (blocks & flags, billing guidance, review technology, rejection analysis) based on available technology and lessons learned.
  • Analyze and capture baseline metrics to support performance monitoring of each PRS assignment.
  • Create and maintain a database of rejections/problematic narrative language for each assigned client, circulate to other team members.

Firm Time Entry Standards and Education:

  • As required, provide support to PRS team efforts to develop and document firm-wide standards and best practices for timekeeper narratives entries. This may involve developing materials, delivering training, and coordinating with secretarial resources and other teams.

Intelligent Billing Guidance (a/k/a Blocks & Flags):

  • Assist with continuous improvement of proforma review services and associated solutions – cultivate relationships within Finance, Information Services, Secretarial, and Matter Management Services to promote organizational change and adoption of PRS services.
  • Maintain a high level of expertise within 3E billing system and Intapp Time

General:

  • Display professionalism, high quality service and a positive "can do" attitude to internal and external stakeholders of the Firm.
  • Ensure client satisfaction by effective and timely communications related to PRS assignments.
  • Assume additional responsibilities as assigned.


Required Skills

Your Qualifications/What You Will Bring

  • Self-starter able to adapt to change. Ability to exercise good judgment in dealing with ambiguous situations
  • Client service focused. Demonstrates flexibility and collaboration when working with various individuals and groups.  Excellent interpersonal and communication skills
  • Strong proficiency with editing and proofreading
  • Analytical, problem-solving mindset, keen data insight
  • Proactive and responsive. Strong multitasking and project management skills and demonstrated abilities to handle multiple projects at a time and tight deadlines required
  • Ability to work independently with minimal supervision, and to be a cooperative and effective contributor to larger teams


Required Experience

Experience:

  • 2 or more years’ experience in a related field.
  • Strong proficiency with computer applications including Microsoft Office products, Excel, Word, PowerPoint, etc.

Education:

  • Bachelor’s degree in English, Communications, Education, Information Systems, , or similar field preferred.

 

For additional information about our benefits, please click here. 

This job description is intended to describe the general nature and level of the work being performed by employees in the position. It is not intended to be a complete list of all responsibilities, duties, and skills for positions. The firm reserves the right at all times, in its sole discretion, to add or subtract duties and responsibilities, as it deems necessary. 

WilmerHale is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, gender, sexual orientation, gender identity, national origin or ancestry, age, disability or veteran status, or other protected status.

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#L1-Hybrid

Your Qualifications/What You Will Bring

  • Self-starter able to adapt to change. Ability to exercise good judgment in dealing with ambiguous situations
  • Client service focused. Demonstrates flexibility and collaboration when working with various individuals and groups.  Excellent interpersonal and communication skills
  • Strong proficiency with editing and proofreading
  • Analytical, problem-solving mindset, keen data insight
  • Proactive and responsive. Strong multitasking and project management skills and demonstrated abilities to handle multiple projects at a time and tight deadlines required
  • Ability to work independently with minimal supervision, and to be a cooperative and effective contributor to larger teams

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