Client Relationship Coordinator in City of Westminster

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. It works closely with the Finance and Risk & Compliance teams and falls under the firm’s Mobile Working policy.

Responsibilities

• Liaise directly with clients regarding onboarding requirements and financial aspects, including invoicing and query resolution.
• Manage the new business intake process, ensuring all sections are completed and relevant information, such as parties and matter descriptions, is included before submission.
• Conduct client due diligence, client and matter risk assessments, sourcing necessary approvals in line with firm policies, and ensure anti‑money laundering checks are completed.
• Perform electronic identity verification checks and chase missing due diligence documents, coordinating with partners and fee earners to gather source of wealth information.
• Ensure all completed due diligence forms, conflict check emails, and matter opening emails are filed in the compliance folders at matter level in iManage.
• Monitor the due diligence process, perform regular reviews, report discrepancies, and maintain sanctions compliance.
• Draft engagement letters, obtain approval and sign‑off from fee earners, and actively request money on account throughout the matter cycle.
• Support the pricing function by creating and monitoring matter budgets using the firm’s pricing tool.
• Update the client relationship management system (InterAction) during matter opening and ongoing processes, ensuring accurate contact details and avoiding duplication.
• Coordinate with fee earners to record time accurately and ensure timely transfer once matters are open.
• Process third‑party costs, liaise with third parties, and ensure timely billing for disbursements.
• Adhere to the third‑party payment process, completing approval request forms and obtaining required documents before submitting approvals.
• Initiate and manage the billing process: produce proformas, verify VAT exemptions, charge‑out rates and currencies, handle transfers, write‑offs and time splits, and coordinate timely invoice dispatch to support cash flow.
• Collaborate with fee earners and Finance on accounts receivable workflow, including credit notes, auto‑generated statements, and debt management.
• Maintain file housekeeping, check balances, address residual balances on client accounts, and close completed and inactive matters with zero balances promptly.
• Assist fee earners with fund transfers by verifying details through ‘Lawyer Checker’ as required.
• Update compliance and regulatory firm policies to keep up to date.
• Work effectively with firm technology and systems.
• Maintain a proactive, eager approach to learning and support organizational change.
• Stay current with emerging technologies, including AI, and continuously improve skills using Learning and Development tools available.

Qualifications

• Academic background: University degree desirable.
• Previous experience in a professional services environment highly desirable.
• Strong verbal and written communication skills.
• Demonstrated collaboration and team‑working ability.
• Strong IT skills with proficiency in Microsoft Office (Word, Excel, Outlook, Teams).
• Calm nature, capable of working under pressure and meeting tight deadlines.
• Professional, proactive approach with keen attention to detail and a willingness to learn and grow.

12‑week probation period and 4‑week notice period. Hybrid work arrangement: 2‑3 days a week in the office; mobile working under the firm’s policy.