Rates & Compliance Coordinator

The Rates & Compliance Coordinator plays a key role in overseeing the financial components of clients’ Outside Counsel Guidelines (OCGs), ensuring compliance with those guidelines, and maintaining accurate rate information in 3E. This position serves as a central point of coordination to uphold client financial terms, foster communication across firm departments, and support the consistent enforcement of billing policies. Responsibilities include assisting management with ongoing rate maintenance, coding billing discounts into 3E, conducting rate analysis, and disseminating approved billing rates and special billing guidelines to the Finance team and firm leadership.

Responsibilities

• Analyze Outside Counsel Guidelines (OCGs) and engagement letters to identify and summarize key financial terms and provisions for partners and timekeepers.

• Set up and maintain accurate coding in the 3E billing system in accordance with client guidelines to ensure proper and compliant billing practices.

• Collaborate with Office of the General Counsel, Conflicts, IT, and other relevant departments to facilitate a comprehensive review and approval process for OCGs.

• Develop a thorough understanding of the Firm’s finance-related policies and provide informed recommendations when client requirements conflict with internal guidelines.

• Proactively monitor and track pending OCGs, following up with partners and clients to expedite necessary revisions and ensure timely finalization.

• Identify opportunities for process improvement in the management of OCGs and compliance workflows and communicate recommendations to management.

• Review new client and matter sheets submitted by partners to determine applicable discounts or special billing arrangements.

• Thoroughly review all documentation communicating discounts or special billing arrangements to ensure accurate coding in the billing system, reflecting the intended terms and conditions.

• Serve as a liaison between the Rates & Compliance team and the Billing Department to address inquiries and resolve client questions regarding rates or financial terms.

• Coordinate with pricing team to ensure billing and exception rates are updated in adherence with client fee agreements within 3E.

• Monitor and adjust discount applications as necessary to reflect current client agreements.

• Conduct quality control checks; maintain and update databases, generate billing rate reports as required 

• Identify unusual billing patterns or anomalies that require further investigation and recommend appropriate corrective actions to management.

• Participate in and support various special projects related to rates and compliance initiatives.

• Perform other duties as assigned

Education

• Bachelor’s degree required

• Bachelor’s degree in Finance or Accounting preferred

Skills & Experience

• 2 to 4 years of billing experience in legal or related field required

• Strong verbal and written communication skills, with the ability to effectively present information.

• Excellent communication skills when interacting with internal stakeholders and clients

• Proficiency in basic math operations, including addition, subtraction, multiplication, and division.

• Basic knowledge of Microsoft Excel and proficiency in Microsoft Word

• Demonstrated ability to take initiative, work independently, and complete tasks with minimal supervision.

• Strong organizational skills and high level of attention to detail.

• Ability to exercise sound judgment and discretion when handling sensitive matters.

• Comfort and effectiveness in working collaboratively within a team environment.
   

Preferred

• Familiarity with 3E or other legal billing system is preferred.

• Experience with compliance software (e.g., Intapp Terms).

• Basic understanding of firm pricing models and rate structures.

Salary Information

NY Only: The estimated base salary range for this position is $80,000 to $95,000 at the time of posting.

The actual salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. This role is non-exempt me