Matter Information Manager

Position Summary

We have an opportunity for an experienced Matter Information Manager to join the firm’s expanding Corporate Accounting and Finance department. The Manager of Matter Information leads the Matter Information Department and is responsible for the accurate intake, setup, and ongoing management of matter and client-level billing data. This role oversees eBilling vendor management and configuration, new client on-boarding, and daily quality control processes to ensure billing data integrity firm-wide. The Manager leads a team of 10 professionals and is accountable for meeting daily KPIs and resolving all control reports each business day.

We will consider qualified applicants with criminal histories in the manner consistent with the Los Angeles Fair Chance Initiative for Hiring.

Qualified applicants with arrest and conviction records will be considered for the position in accordance with the Fair Chance Ordinance.

Essential Functions

Team Leadership & Management

• Manage, coach, and develop a team of 10 Matter Information Analysts
• Set individual and team performance goals aligned to departmental KPIs
• Conduct regular one-on-ones, performance reviews, and training sessions
• Manage staffing, scheduling, and workload distribution to ensure adequate daily coverage
• Foster a culture of accuracy, accountability, and continuous improvement
  
  

Matter & Client Data Management

• Oversee accurate and timely intake of new matter and client-level billing data
• Ensure data entered into billing systems is complete, consistent, and compliant with firm and client billing guidelines
• Establish and maintain quality control processes to minimize data entry errors
• Serve as the escalation point for complex or non-standard matter setup issues
  
  

New Client On-boarding

• Lead the on-boarding process for new clients, ensuring billing requirements, and special instructions are captured accurately at intake
• Coordinate with Billing, Conflicts, Finance, Attorneys and Practice Assistants to ensure a smooth on-boarding experience
• Maintain documentation of client-specific billing requirements for ongoing reference
  
  

eBilling Vendor Management

• Manage relationships with eBilling vendors and platforms
• Oversee setup, configuration, and maintenance of client eBilling requirements
• Stay current on eBilling vendor updates, requirements, and industry changes
  
  

KPI & Control Report Management

• Establish, monitor, and report on daily KPIs for team productivity, accuracy, and turnaround time
• Ensure all daily control reports are reviewed and fully resolved by end of business each day
• Identify trends in errors or delays and implement corrective action plans
• Provide regular reporting to firm leadership on departmental performance metrics
  
  

Systems Management

• Serve as a subject matter expert in Aderant, Billblast, and InTapp Open (intake/on-boarding platform)
• Partner with IT and vendor support teams on system upgrades, enhancements, and issue resolution
• Identify opportunities to improve workflows and automate manual processes across these platforms
• Ensure team proficiency and provide ongoing training on system functionality and best practices
  
  

Process Improvement & Compliance

• Develop, document, and maintain standard operating procedures for matter intake, on-boarding, and eBilling setup
• Ensure compliance with firm billing policies, client outside counsel guidelines (OCGs), and ethical walls/conflicts requirements as applicable
• Partner cross-functionally with Billing, Collections, Conflicts, IT, and Finance to drive process efficiency
  
  

Requirements

• Bachelor's degree in Business, Finance, Accounting, or related field (or equivalent professional experience)
• 5 years of experience in law firm billing, matter management, or a related operations role
• 2 years of supervisory or management experience, including managing teams of 5 or more
• Hands-on experience with Aderant, Billblast, and InTapp Open required
• Strong working knowledge of eBilling vendor platforms and client eBilling requirements
• Demonstrated experience managing KPIs, SLAs, and daily operational control processes
• Excellent organizational skills with the ability to manage competing priorities under daily deadlines
  
  

Preferred Qualifications

• Prior experience in a law firm or professional services environment
• Familiarity with client outside counsel billing guidelines (OCGs)
• Experience leading system implementations or process automation initiatives
• Strong analytical skills with experience building and interpreting operational reports
  
  

Skills & Competencies

• Strong leadership and team management skills
• High attention to detail and commitment to data accuracy
• Excellent problem-solving and troubleshooting abilities
• Strong verbal and written communication skills
• Ability to work effectively under pressure and meet daily deadlines
• Vendor management and relationship-building skills
• Process-oriented mindset with a focus on continuous improvement
  
  

Please note, we are not working with outside recruiters for this position.

Wage Transparency

The pay range for this remote position varies by location. Pursuant to the applicable state and local regulations the pay range for each location is listed below. Actual compensation is contingent on relevant experience, education, skills, and other job-related factors as permitted by law. This role is also eligible for performance-based bonuses and the benefits described below. The application deadline for this position is 12/31/2026.

Ogletree is a multi-state employer. The pay ranges listed reflect compensation for the specific location identified. For roles performed in locations not listed, compensation will be determined based on the applicable location for the position.

• California: Pay range $104,666 to $158,444
• Colorado: Pay range $110,854 to $143,458
• Connecticut: Pay $116,511 to $150,779.
• Illinois: Pay range $116,511 to $150,779.
• Jersey City, New Jersey: Pay range $122,434 to $158,444.
• Nevada: $101,395 to $131,217.
• Maryland: Pay range $104,666 to $135,450.
• Massachusetts: Pay range $122,434 to $158,444.
• Minnesota: Pay range $104,666 to $135,450.
• New Jersey: Pay range $122,434 to $158,444.
• New York City, New York: Pay range $122,434 to $158,444.
• New York State: Pay range $122,434 to $158,444.
• Ohio: Pay range $101,395 to $131,217.
• Rhode Island: Pay range $101,395 to $131,217.
• Washington, D.C.: Pay range $116,511 to $150,779.
• Washington (State): Pay range $116,511 to $150,779.
  
  

Benefits

Ogletree Deakins offers a robust suite of benefits for our Staff including: Paid Time Off, Paid Sick Leave, a 401(k) matching program, Profit Sharing, Paid Holidays, Paid Parental Leave, affordable Health and Life Insurance including Dental & Vision coverage, Health Savings Account /Flexible Spending Accounts to help offset the cost of dependent care and/or health care expenses, Tuition Reimbursement and an Employee Assistance Program.

Contact Information

If you have questions, please e-mail Libby Naikelis at libby.naikelis@ogletree.com with “Matter Information Manager" in the subject line. Please note, applications submitted via e-mail will not be considered.

Firm Overview

Ogletree Deakins is one of the largest labor and employment law firms representing management in all types of employment-related legal matters. Best Law Firms® has named Ogletree Deakins a “Law Firm of the Year” for 14 consecutive years. In the 2025 edition, the publication named Ogletree Deakins its “Law Firm of the Year” in the Litigation – Labor and Employment category. Ogletree Deakins has more than 1,100 attorneys located in 60 offices across the United States and in Europe, Canada, and Mexico. The firm represents a diverse range of clients, including many of the Fortune 50 companies in the U.S.

We are fully committed to the importance of diversity within the legal profession, as well as all workplace environments.

Equal Opportunity Employer.