Rate Management Specialist

The Rate Management Specialist is responsible for the accuracy, organization, and maintenance of the firm’s client billing rates. This role is hands-on — tasked with cleaning up existing rate data, building standardized processes, and ensuring the correct rates are applied during matter intake and case creation.

The Rate Management Specialist will serve as the internal point of truth for all client rate information, providing reporting and analytics to firm leadership. While this role does not involve negotiating rates or developing pricing strategies, it is critical in ensuring compliance, accuracy, and efficiency across the firm’s financial systems.

Key Responsibilities

Rate Data Management

• Audit, clean, and reconcile all existing client billing rate records across platforms (Legal-X, TyMetrix, CounselLink, etc.).
• Maintain a central, up-to-date repository of approved client billing rates with version control.
• Ensure accuracy of rate setup during matter creation and intake.
• Partner with Billing Compliance, Finance, and Relationship Managers to verify rate integrity across all systems.

Process Development

• Design and implement standardized workflows for rate setup and maintenance.
• Create checklists, intake forms, and documentation to prevent incorrect rate application.
• Train internal staff on new procedures to ensure consistency firm-wide.
• Build and enforce recurring audit processes to sustain accuracy.

Reporting & Analytics

• Produce recurring reports and dashboards on rate usage, discrepancies, effective rates, and trends.
• Deliver insights to firm leadership to highlight risks, gaps, or opportunities for improvement.
• Partner with IT/Finance to explore automation opportunities and system upgrades.

Compliance

• Monitor adherence to client outside counsel guidelines (OCGs) related to billing rates and timekeeper categories.
• Identify discrepancies or rate compliance issues and propose corrective actions.
• Support internal audits and special projects related to rate management.

Required Qualifications

• Bachelor’s degree in Business, Finance, Accounting, Economics, or related field (or equivalent experience).
• 2–4 years’ experience in billing, pricing, finance, or compliance (law firm or professional services strongly preferred).
• Strong analytical skills with demonstrated ability to clean and standardize complex data sets.
• Proficiency in Excel (formulas, pivot tables, lookups, reconciliation); experience with e-billing platforms preferred.
• Strong written and verbal communication skills.
• Ability to independently manage projects, meet deadlines, and maintain high accuracy.

Preferred Qualifications

• Familiarity with financial/billing systems (e.g., Elite 3E, Aderant) and business intelligence tools (e.g., Power BI, Tableau, Power Automate).
• Prior experience in legal billing compliance or rate management.
• Understanding of legal industry billing practices and client billing guidelines.

This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Equal Opportunity Employer

Kahana Feld provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Job Type

Full-Time, Exempt

Supervisory Responsibilities

None

Work Location

Hybrid

Work Schedule

8:30am - 5:30pm Monday-Friday. Occasional weekends and holidays.

Salary Description

$65,000 - $85,000

Physical Requirements

Primarily sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading. Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. Must have the ability to walk short distances, and/or drive a vehicle to deliver and pick up materials. Work can be performed with or without accommodations.

Travel

10-20% domestic travel by car and plane.