Job SummaryThe Lead Client Engagement Specialist manages the day-to-day administration of outside counsel engagement, legal invoicing, rate records, accrual support, and related client-service processes.
This role serves as the primary operational contact for routine engagement and billing matters. Working with attorneys, outside counsel, Finance, Procurement, Accounts Payable, and other partners, the specialist takes ownership of assigned work from receipt through completion, resolves routine issues under established procedures, and presents management with decision-ready exceptions.
The successful candidate will be comfortable adopting new technology, automation, procedures, and ways of working. This person will identify opportunities to reduce manual effort, duplication, and unnecessary complexity while maintaining appropriate financial, legal, compliance, and operational controls.
Essential Functions- Administer outside counsel and legal-service-provider onboarding, including engagement letters, billing guidelines, documentation, approvals, and status tracking.
- Review invoices for compliance with approved rates, budgets, engagement terms, billing guidelines, and department procedures.
- Identify and resolve billing discrepancies, including incorrect rates, duplicate charges, unsupported expenses, and missing information.
- Track rejected, corrected, aging, and unresolved invoices through final disposition.Research payment-status questions and coordinate follow-up with outside counsel, Finance, and Accounts Payable.Maintain accurate firm, matter, engagement, timekeeper, rate, and compliance records.
- Coordinate recurring rate reviews and prepare proposed changes and exceptions for management review.
- Distribute accrual requests; track, review, and follow up on incomplete or inconsistent submissions.
- Serve as the primary operational contact for routine questions involving engagements, invoices, rates, accruals, billing requirements, and payments.
- Maintain ownership of requests through resolution and provide timely status updates.Monitor deadlines, aging items, outstanding approvals, and incomplete actions.
- Prepare recurring reports on engagements, invoices, rates, accruals, exceptions, and workflow status.Research issues before escalation and provide supporting facts, documentation, options, and a recommended next step.
- Develop and maintain procedures, templates, checklists, job aids, and operational records.
- Learn and adopt new systems, automation tools, reporting solutions, and approved procedures.
- Identify opportunities to streamline repetitive, manual, or duplicative work.
- Support approved system enhancements, workflow automation, policy updates, and revised procedures.Perform other related duties as assigned.
Minimum Qualifications- Bachelor's degree in business administration, finance, accounting, legal studies, operations, public administration, or a related field, or an equivalent combination of education, training, and relevant professional experience.
- 6 years of progressively responsible experience in legal operations, legal billing, outside counsel administration, law firm operations, finance, procurement, vendor administration, or a related professional-services environment.
- Experience administering detailed workflows involving invoices, financial records, engagement documentation, vendors, or comparable business records.
- Experience coordinating with multiple internal and external stakeholders.
- Experience researching operational issues and following matters through resolution.
- Experience handling confidential or sensitive information.
Preferred Qualifications- 8 years of relevant work experience.
- Experience in a corporate legal department, law firm, government legal office, transportation organization, or similarly complex environment.
- Experience with eBilling, matter-management, financial, procurement, document-management, reporting, or workflow systems.
- Experience with outside counsel onboarding, legal invoice review, rate administration, accruals, and vendor-payment support.
- Experience supporting technology implementations, system testing, process redesign, or workflow automation.
- Experience identifying inefficient processes and recommending practical improvements.
Knowledge, Skills, and Abilities- Strong organizational, analytical, follow-up, and problem-solving skills.
- Ability to take ownership of work and move it through completion.
- Strong written and verbal communication skills.
- Excellent attention to detail and recordkeeping discipline.
- Ability to manage competing priorities and deadlines.
- Ability to coordinate across functions without formal supervisory authority.
- Openness to new technology, automation, evolving procedures, and more efficient ways of working.
- Ability to question inefficient practices constructively while respecting established controls and governance.
- Sound judgment, discretion, and commitment to confidentiality.
- Proficiency with Microsoft 365 and applicable enterprise systems.
The salary/hourly range is $94,300.00 - $122,256.00. Pay is based on several factors including but not limited to education, work experience, certifications, etc. Depending on an employee's assigned worksite or location, Amtrak may consider a geo-pay differential to be applied to the employee's base salary. Amtrak may offer additional incentive and pay programs to recognize and reward our employees, including a short-term incentive bonus based upon factors such as individual and company performance that is commensurate with the level of the position.
Health and WellbeingFinancial and RetirementWork and Family Life SupportHealth, Dental, and Vision Insurance401K with Employer MatchGenerous Paid Time Off Wellness ProgramsRailroad Retirement BenefitsPaid Caregiving Days and Backup CareHealth Savings AccountPublic Service Student Loan ForgivenessFertility and Family Building BenefitsNo-cost Personal Health AdvocateStudent Loan AssistanceAdoption and Surrogacy AssistanceMedical Plan Opt-out CreditTuition and Education ReimbursementPaid Family Leave Life InsuranceRail Pass Privileges Short- and Long-term Disability InsuranceEmployee Assistance Program No-cost Financial Advisor SessionsCommuter and Flexible Spending Accounts
Learn more about our benefits offerings here.
Requisition ID:167365
Work Arrangement:06-Onsite 4/5 Days Click here for more information about work arrangements at Amtrak.
Relocation Offered:No
Travel Requirements:Up to 25%
