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Billing & Intake Compliance Administrator

R & W Group has a great opening for a Billing & Intake Compliance Administrator with an excellent large law firm in DC! This role is perfect for someone with 7+ years of legal billing experience in a large law firm environment looking to expand their wings and take on greater responsibility. The position is responsible for reviewing all Outside Counsel Guidelines (OCG's) for compliance, reviewing all new client and matters, confirming and entering all rates, cost exceptions and coordinating review of exception rates with Partners in a timely and accurate fashion. The Billing & Intake Compliance Administrator should provide excellent customer service while completing daily tasks. This is accomplished by promptly and accurately communicating with attorneys, secretaries, team members and clients. The Billing & Intake Compliance Administrator should communicate regularly with the Billing Manager and Conflicts Manager concerning all respective functions of his/her daily responsibilities.



  • Determine appropriate rates to use on client and/or matter to ensure they are consistent with engagement letters or previously negotiated agreements

  • Respond to routine questions and provide information regarding rates, including detailed spreadsheets as requested.

  • Make approved changes to timekeeper rates throughout the year and revalue time if necessary

  • Enter cost exception rates based on OCG's or approved attorney agreements

  • Track and enter insurance information for new matters (i.e. deductible, claim number, claim handler, insurance rates vs. client rates)

  • Manage yearly exception rate review process with Partners

  • Maintain the filing of rates electronically

Engagement Letters and Outside Counsel Guidelines

  • Carefully review engagement letters and OCG's for compliance with Firm requirements and ensure any variations have been addressed and approved

  • Distribute OCG's to key Firmwide reviewers and coordinate review by all parties, including confirming required changes as necessary.

  • Prepare summary of OCG's, distribute to Partner, file in iManage and add notes to accounting system

  • Develop procedures for ensuring adherence to OCG's

  • Provide training on OCG's as needed to timekeepers and staff to ensure compliance

  • Track engagement letters for lateral Partners

General Duties

  • Be familiar with e-billing processes

  • Use independent judgment and discretion to resolve issues

  • Assist with other duties and special projects as assigned by the Billing Manager and/or Conflicts Manager

  • Ability to work overtime as needed


  • BA in accounting or business related field with applicable accounting courses preferred

  • Minimum of 7 years of legal billing experience required with a thorough understanding of the billing rate hierarchy and client/matter maintenance


  • Exceptional communication and interpersonal skills, strong customer service, excellent project management skills, ability to multi-task effectively, excellent judgment, maturity and trustworthiness

  • Ability to organize high volumes of workflow, work independently, make decisions and solve problems

  • Ability to effectively communicate both verbally and in writing with a variety of customers (lawyers, clients, secretaries and staff)


  • Proficiency in Excel and Word

  • Familiar with Intapp

  • iManage or similar document management software

  • Integrated accounting package (such as Elite) software is preferred

If you are an experienced legal biller with experience using Elite billing software and can successfully communicate with attorneys and navigate law firm clients/matters/bills, then this job is for you! Apply with your resume at

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