Senior Manager - Client Data Management

at  AO Shearman

Key requirements

• Strong technical/business acumen with the ability to influence strategic thinking/direction through creative and pragmatic issue resolution and solution review
• Comprehensive experience and understanding of legal finance systems, along with extensive client onboarding and eBilling knowledge
• Experience of delivering process change that is measurable and supports continuous improvement
• Teamwork is vital, however needs to be able to drive forward initiatives within the team having the desire to get the job done, and get it done to a high standard.
• Ability to multi-task and work under pressure with excellent time management skills
• Experience of managing a high achieving and motivated team
• Excellent track record of working with senior management within a complex international organisation
• Educated to degree level (or equivalent)
• Accounting training or qualification is advantageou

DEPARTMENT PURPOSE

Achieving the firm’s vision requires a world class Finance department and our teams add value when the information we produce enables great decisions. Provide high quality advice and relevant, accurate information to the decision makers in A&O Shearman, ensuring compliance with laws and regulations and delivering our service efficiently.

ROLE PURPOSE

Responsible for the management and use of client and matter data within our finance and billing systems. Leading the teams that provides pro-active client data management from initial client onboarding, continual review, data quality improvement through analysis, eBilling rejection review and client portal updating. Ownership of the various finance systems and processes that support client data management, including stakeholder & vendor management. Work with the Global eBilling Team to understand and assist the eBilling transactional process through data quality improvement and system configurations.

Key relationships

• Finance, Billing and eBilling Systems users and stakeholders. Senior Finance team members globally.
• A&O client relationship teams including Partners and marketing departments
• Finance and IT leadership teams and other managers within Group Finance
• A&O in house legal, engagement terms teams and InfoSec
• External vendors

ROLE AND RESPONSIBILITIES

Ultimate responsibility for the creating, updating, improvement and overall quality management of client and matter data held across our finance and billing systems. Responsible for the lifecycle of client data management from initial onboarding, updating throughout the transaction, efficient eBilling and ongoing client portal management.
Lead the Client Data Management teams (Client Onboarding and Timekeeper Rates), ensuring that the client and matter data needed to support the overall eBilling process is continually reviewed and improved by understanding changing client requirements, improving client portal updates and analysing eBilling rejections. Liaise closely with the Global eBilling Team to ensure that the client data management principles are applied at the point of transactional eBilling to ensure minimal rejections and efficient processing.
Will be a primary contributor to roadmaps, functional enhancements and design decisions that support the continual improvement of our client data management and improved use of this data within our finance processes.
Recommend new software or software replacements to enhance client data management and keep our finance and billing systems data and processes ahead of our competitors.

Thought leadership

• Take responsibility for process, working practice and functional improvements – from inception of an idea to developing the idea into a documented approach and establishing the viability of these improvements. With the overall aim of improving accuracy, consistency and timeliness of the data held to support accurate billing.
• Create and maintain procedures, processes and documentation of systems used. Promoting best practice and incorporating control frameworks that support approval processes, regular review and exception reporting.

Team leadership

• Providing strong leadership that drives delivery and innovation in the teams by empowering and developing others
• Setting strategic direction and priorities whilst having oversight of the tasks and planning for the group
• Responsible for the overall management and performance of the teams, developing staff via coaching / mentoring methods to meet their full potential
• Embedding continuous performance review and feedback into the teams via the direct reports and the displaying of a best practice approach
• Lead by using in-depth functional and operational experience, providing expertise and direction to the teams and their tasks and projects
• Contribute to ongoing development of colleagues by broadening their knowledge, experience and skills

Manage the Client Data Management teams (Client Onboarding and Timekeeper Rates) that are responsible for:

• Onboarding client requirements for financial matters into our finance and billing systems, working with other teams across the firm to ensure timely and accurate updating whilst liaising with the partners and other stakeholders.
• Manage, maintain and audit timekeeper rate data, ensuring rates are held accurately within our systems and are efficiently populated within client portals.
• Review invoice submission analytics to guide improvements in the quality of data collected and maintained as part of the onboarding and financial transaction processes.
• Manage Outside Counsel Guidelines and Billing Guidelines updates issued by our clients and perform relevant data updates based on their changed requirements
• Process improvements throughout the client data lifecycle to support the goal of ‘right first time’ invoice processing
• Review the systems and tools that are used throughout the maintenance of client data and onboarding processes to ensure they are configured for optimal use and are updated efficiently.
• Build relationships with clients and third-party vendors to ensure their invoicing systems are understood and aligned where possible to our key processes and data.
• Resolving issues related to client data management within the finance and billing systems and other solutions connected to them
• Managing the escalation of issues and informing stakeholders of any impact to services and processes related to client data management
• Streamline the collection, storage and firm wide use of engagement terms data and its application within Finance processes.
• Review and respond to Client Financial Audit Data requests

Key requirements

• Strong technical/business acumen with the ability to influence strategic thinking/direction through creative and pragmatic issue resolution and solution review
• Comprehensive experience and understanding of legal finance systems, along with extensive client onboarding and eBilling knowledge
• Experience of delivering process change that is measurable and supports continuous improvement
• Teamwork is vital, however needs to be able to drive forward initiatives within the team having the desire to get the job done, and get it done to a high standard.
• Ability to multi-task and work under pressure with excellent time management skills
• Experience of managing a high achieving and motivated team
• Excellent track record of working with senior management within a complex international organisation
• Educated to degree level (or equivalent)
• Accounting training or qualification is advantageous

Should you require additional support at any stage of the recruitment process due to a disability or a health condition, please do not hesitate to contact a member of our recruitment team who will work with you to provide any adjustments as required.
We are an equal opportunities recruiter and do not discriminate on the basis of race, colour, sex, religion, sexual orientation, national origin, disability, or any other protected characteristic.
We recognise the value of flexible working and embraces hybrid working, allowing our people to work from home up to 40% of their working time. We do however remain committed to working together in person for the remaining 60% of time so that we can learn, grow and succeed together.