Process & Procedures Coordinator

Ropes & Gray Boston , MA 02298

Posted 2 days ago


The Process & Procedures Coordinator supports Revenue Leadership by assisting in defining, documenting, and training Revenue groups in best practices; involved in the review, monitoring and dissemination of revenue information contained in Outside Counsel Guidelines and engagment letters; documents, tests, and coordinates the development of proformas, bills and reminder statement templates; administration of firm Billing incentive periods; and is involved in departmental projects and Firm initiatives that impact Revenue.


  • Process & Procedures:

  • Proactively makes recommendations and implements internal process improvements;

  • Documents and tests changes or enhancements to Revenue systems and procedures;

  • Maintains issue lists and coordinates with Financial Systems and vendors when appropriate;

  • Creates reference materials and/or conducts training sessions on new processes and procedures.

  • Provide on-going support for any newly implemented process.

  • Outside Counsel Guidelines (OCGs) and engagement letters:

  • Monitors and tracks status of OCGs through acceptance of terms;

  • Prepares and maintains summary and database of terms that impact revenue;

  • Disseminates revenue terms to all affected parties, including Revenue staff, Billing and Responsible Partners, and other groups as needed.

  • Reports on trends and makes recommendations.

  • Revenue Templates:

  • Troubleshoots reported issues from staff to determine if new function, enhancement or staff training is needed;

  • Works closely with Financial Systems to document and test all new or enhancements to templates through implementation;

  • Creates and maintains reference materials for Revenue staff;

  • Creates and conducts staff trainings on templates as needed.

  • Billing Incentives:

  • Review of eligible inventory to determine individual target amounts;

  • Notifies Revenue Leadership of achievers;

  • Coordinates with Payroll on payment dates and notifications to achievers;

  • Reviews and makes individual adjustments, maintains adjustment database and auxilliary spreadsheets; and

  • Maintains and reports on incentive period statistics.


  • Participates in firm-wide and departmental projects and initiatives

  • Performs other duties as assigned

  • Occasional travel to other offices may be necessary


  • Bachelor's degree in business or finance preferred.

  • Strong analytical and critical thinking skills.

  • A minimum of two years experience in a professional services environment using time and billing software such as 3E, Elite Enterpise or Aderant.

  • Must be a team player with strong interpersonal skills.

  • Must possess a high degree of confidence, professional maturity and demonstrate excellent oral and written communication skills.

  • Superior customer service and a demonstrated ability to work in challenging and dynamic environment.

  • Understanding of database structures, and knowledge of SQL

  • Proficiency with MS Excel, including advanced features such as pivot tables, filtering, graphs, formulas, and macros.

  • Proficiency with MS Word and PowerPoint software.

  • Self directed with a strong work ethic; capable of working independently with limited supervision.

  • Ability to work outside of established business hours and adjust personal schedule to meet deadlines is required.


  • Incumbent is expected to work the hours necessary to fulfill the responsibilities of the position. The above job description is intended to describe the general content of and requirements for the performance of this job. Firm management reserves the right to amend and change responsibilities to meet business and organizational needs.
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Process & Procedures Coordinator

Ropes & Gray