New Matters Specialist

Description

REPORTS TO: Director of Finance & Accounting

The New Matters Specialist plays a critical role in supporting firm operations by facilitating client onboarding, managing new matter setup, conducting conflict checks, and assisting with time entry and special projects . This position, located in our downtown Tampa office, ensures the accurate and timely execution of key administrative and accounting tasks that directly impact attorney productivity and client service delivery. Success in this role requires a high level of attention to detail, excellent organizational skills, spelling, grammar, and the ability to collaborate effectively with attorneys, legal support staff, and members of the finance team. 

ESSENTIAL FUNCTIONS

• Gather, review, and validate all required information for new client and matter intake; prepare and process accurate and complete new matter forms in accordance with firm guidelines.
• Partner with existing New Matters Specialists to ensure seamless intake processes and timely resolution of documentation issues.
• Collaborate with attorneys and legal assistants to ensure all necessary documentation is received and discrepancies are resolved efficiently.
• Perform conflict checks by entering relevant data into accounting/conflicts software, generating reports, and working closely with attorneys to analyze and clear potential conflicts.
• Act as a liaison between attorneys, assistants, and the accounting department to streamline administrative workflows and ensure adherence to internal protocols.
• Support attorneys and legal teams with accurate timekeeping, including entry of time records and narrative submissions into the firm’s billing system (Aderant), as needed.
• Maintain up-to-date knowledge of firm systems, procedures, and best practices through ongoing training and professional development.
• Participate in process improvement initiatives and contribute to the continuous enhancement of operational efficiency and excellent client service.
• Perform other related duties and special projects as assigned by management.

Requirements

• High school diploma or equivalent required; Associate or bachelor’s degree in business administration, Accounting, or related field strongly preferred.
• Minimum of 2 years of administrative or accounting support experience, preferably within a legal or professional services environment.
• Prior experience working with legal billing or matter management software (e.g., Aderant, Elite, or similar) highly desirable
• Familiarity with law firm operations, timekeeping, and conflict checking processes is strongly preferred.

Proficiency in Microsoft Office applications 

• (Outlook, Word, Excel), and the ability to quickly learn and adapt to internal systems, including Aderant and Document Management Systems (DMS).
• Strong written and verbal communication skills with the ability to communicate professionally with internal and external stakeholders.
• Exceptional accuracy and attention to detail in data entry and documentation.
• Excellent organizational and time-management skills, with the ability to manage multiple priorities and meet tight deadlines.
• Demonstrated ability to work both independently and collaboratively in a fast-paced, professional environment.
• High degree of discretion and confidentiality when handling sensitive client or firm data.
• Highly professional and client-service oriented.