Client Relationship Coordinator (client onboarding and invoicing)
Reports to: Divisional Supervisor
Location: London, UK
This role is responsible for all billing and client onboarding tasks for an allocated number of partners and their clients and serves as a pipeline to the Client Relationship Specialist role. The role is client‑facing and works closely with the Finance and Risk & Compliance teams. It is categorized as ‘Mobile’ in line with the firm’s Mobile Working policy.
Areas of Focus and Responsibilities
- Liaise directly with clients concerning onboarding requirements and financial aspects of matters, including submitting invoices and addressing queries.
- Handle the new business intake process, ensuring all sections are completed and relevant information is included, including matter descriptions before submission.
- Carry out client due diligence tasks, including client and matter risk assessments, ensuring clients are suitably vetted, checks are performed, and approvals are obtained in line with the firm’s policies.
- Conduct electronic identity verification checks where necessary, chase due diligence documentation, liaise with partners and fee earners, and complete appropriate anti‑money laundering forms.
- Ensure that risk & Compliance team receives submitted forms along with all client due diligence paperwork, conflict check emails, and matter opening emails, and that these are filed in the compliance folders at matter level in iManage.
- Monitor the client due diligence process on an ongoing basis, carrying out regular reviews, reporting discrepancies, and monitoring sanctions compliance.
- Produce first drafts of engagement letters based on the scope of work, obtain approval and sign‑off from fee earners, and proactively request money on account throughout the matter cycle.
- Support the firm’s pricing function in creating and monitoring matter budgets using the pricing tool.
- Update the client relationship management system (InterAction) during matter opening and ongoing, capturing client referral information and maintaining contact data while avoiding duplication.
- Coordinate with fee earners to ensure accurate, timely time recording and its transfer into the practice management system.
- Process third‑party costs and liaise with third parties to ensure proper billing and documentation before approval.
- Initiate billing processes: produce pro‑formas, verify VAT exemptions, accurate charge‑out rates and currencies, follow transfer instructions, handle write‑offs and splits of time, and manage invoice dispatch to avoid cash‑flow bottlenecks.
- Work proactively with fee earners and Finance on accounts receivable workflow tasks, including credit notes, statement generation, and debt‑management duties.
- Assist with housekeeping of files, checking balances, managing residual balances in line with Solicitor Accounts Rules, and closing completed matters with zero balances promptly.
- Provide support for fee earners sending funds by checking details via “Lawyer Checker.”
- Keep up to date with compliance and regulatory firm policies and with technology and systems used within the firm.
- Maintain a proactive and eager learning approach, supporting organisational change, staying informed on new technologies, including AI, and consistently improving skills through available learning and development resources.
This list of duties and responsibilities is not exhaustive. It is intended to describe the general content and requirements for the performance of this job and, as such, the role may include the undertaking of additional tasks as required.
Qualifications
- Good academics – a university degree desirable.
- Previous experience in a professional services environment highly desirable.
- Strong verbal and written communication skills.
- Demonstrated collaboration and teamwork.
- Strong IT skills with the ability to use both existing and new tools and technology.
- Good working knowledge of Microsoft Office (Word, Excel, Outlook, Teams).
- A calm nature, able to work under pressure and meet tight deadlines.
- A professional, proactive approach with keen attention to detail and willingness to learn and grow.
The Essentials
- Role categorized as ‘mobile’ under the firm’s mobile working policy.
- Required 2–3 days a week in the office.
- 12‑week probation period and 4‑week notice period.
Equal Opportunities Employment Statement
It is the policy of Withers to provide equal opportunities for all employees in relation to recruitment, training and promotion. Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of ethnic origin, religion, sex, age, sexual orientation or disability.
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