Job description

We are currently recruiting for a Client Onboarding Systems Analyst to join our Group Finance team in London.

Department purpose

To provide high quality expert support to A&O Shearman client relationship partners and the finance function in relation to the onboarding of clients - financial and commercial terms - into A&O Shearman's processes and systems.  

Role purpose

This role extends to providing practical advice to clients about our application of their terms and the escalation of client commercial terms issues to finance management.  Part of the role is to ensure the accurate set-up and maintenance of client agreed rates within A&O Shearman’s systems globally and third-party vendor eBilling systems, and the maintenance of global electronic invoicing systems and processes.

Role and responsibilities

Onboarding

• Review commercial agreements understand the billing requirements & create client onboarding plans.
• Assistance with the monthly timekeeper uploads into our eBilling platforms.
• Review of commercials agreements / proposals that impact our rates and eBilling processes and identify approaches for discussion with the client.
• Escalate to management regarding issues that impact our processes, profitability, and client relationships.
• Assistance with system configurations and maintenance of set-ups with the client and internally to ensure processes match agreements.
• Maintenance of 3e eBilling system set-ups and communicate the updated processes and procedures to all parties.
• Setup of clients in the Electronic Billing Hub (eBH) and testing of firm invoice submission.
• Liaise with clients and third-party vendors to ensure their aspects of eBilling system configurations are performed accurately and in a timely manner.
• Update the client commercial database with new eBilling information.
• Validate that new client outside counsel guidelines match all internal system set-ups and configurations (i.e. rates, task & activity codes, title maps, billing rules, matter inception and Terms and Rates Database)
• Monitor implementations and ensure process and data flows are fit for purpose.
• Handover new agreements / eBilling processes to the Global E-Billing Team ensuring they understand the agreement and system elements and confirming that they can process e-bills accurately and efficiently within the new client agreements.
• Record and analyse Onboarding progress using our firm’s ticketing software.
• Contribute to the continuous improvement of A&O Shearman Client Onboarding processes.
• Maintenance of the client onboarding mailbox and escalation where necessary.
• Preparation for weekly meetings with internal teams on ticket status.
• Execution of monthly reporting tasks.

Client Rate Management

• Assistance with translation of new and updated client commercial agreements into the 3e timekeeper rate structure. Implementation, updating and maintenance of 3e rate structure processes to ensure accurate billing according to the commercial terms and outside counsel guidelines.
• Implementation, updating and maintenance of timekeeper / rate extracts and data processes to ensure third party vendor systems are populated with accurate rate data.
• Review of third-party vendor system timekeepers and rates to ensure easy and consistent data creation and maintenance processes.
• Collaborate with and advise clients and third-party vendors to ensure system configurations are optimised to support the most efficient process for all parties and improve our working capital days.

Maintenance and troubleshooting

This role offers an opportunity for the individual to learn and develop their skills and knowledge in all thing’s client onboarding and commercial term agreements.   The onboarding and maintenance of client agreed commercial terms is not straightforward and requires a large element of troubleshooting by someone who is solution orientated and can consider the bigger picture and what is at stake.  The wider responsibilities will require the individual to be organised and mindful of the situation to ensure that income is not lost, and the working capital cycle not delayed.  As Client agreements come round for renewal the individual will assist in the preparation and implementation of the clients’ requirements into the A&O Shearman and external eBilling systems.

Key requirements

• From a finance background with experience in managing client commercial arrangements 
• An organised individual, able to design new working practices.  Self-motivated and proactive approach to work
• Ability to adapt and implement change by influencing others.
• Proven ability to foster and develop relationships with key internal and external clients.
• Excellent system skills, including excel, with an ability to analyse and manipulate large amounts of data.
• Excellent communicator who can articulate messages clearly to all levels within the organisation.
• Ability to multi-task, be flexible and work under pressure and manage own workload and deadlines.
• Experience working in a global organisation with complex structures.
• Experience of working to SLAs and delivering excellent client service.
• Experience of legal services third party vendor eBillings systems and experience in a law firm would be an advantage. 

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 that our people are our most valuable asset, which is reflected in the wide range of benefits that are available to our employees. Some of these benefits include: our occupational pension scheme, group income protection cover, private medical insurance, mental health resources and free apps, health and wellbeing services encompassing an onsite gym, wellbeing centre and GP service, emergency back-up care support, parental and special leave, holiday entitlement increasing with length of service, holiday trading, season ticket loans and online discounts and lifestyle management services.

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.

Additional information - External

A&O Shearman is a new global industry-leading law firm, with nearly 50 offices in 29 countries worldwide. Our fluency in English law, US law, and the laws of the world’s most dynamic markets, enables us to provide unmatched insight and seamless delivery to clients. We work on challenging and important deals and disputes that have the potential to shape the future.

We offer exceptional opportunities for our people; opportunities to work for the world’s leading businesses; to transform the status quo, and to deliver your best work, helping you and your career to thrive, while delivering unparalleled outcomes for our clients.

Whether you're helping clients solve complex challenges, transforming the ways we manage our business, or ensuring the smooth-running of our operations, this is an environment where you can belong and excel. We provide first-rate training and development, we are committed to diversity, equity and inclusion and we provide support and ways of working that help you optimise your wellbeing.

What truly defines a career with us? We recruit the best and ask for the best of you. And together, we will redefine success.