Client Cost Manager in Elmsford, Garden City & Syracuse NY

Department: Billing / Finance
Reports To: Paralegal Supervisor/Director of Finance
Location: Elmsford NY, Garden City NY, Syracuse NY
Supervises: Client Cost Coordinators (Team of 4)

Position Summary:

We are seeking an experienced Client Cost Manager to oversee the management, accuracy, and compliance of all client-related expenses for our insurance defense practice. This position will lead a team of four and ensure that all client-related costs are properly tracked, coded, and billed in accordance with client guidelines and firm policies.

Please direct your resume, office location you are applying for and salary requirements to Human Resources at pmtcareers@pmtlawfirm.com.

The ideal candidate has a strong understanding of insurance carrier billing requirements, exceptional organizational skills, and experience managing a high-volume, detail-driven workload across multiple clients and matters

Key Responsibilities:

  • Lead and manage a team of 4 client cost coordinators, providing training, workflow oversight, and performance feedback
  • Ensure timely and accurate entry, coding, and reconciliation of all client costs (e.g., filing fees, expert witness charges, subpoena costs, etc.)
  • Review cost entries for compliance with client billing guidelines (including audit flags, caps, and exclusions)
  • Oversee third-party vendor invoice tracking and approval processes
  • Collaborate with billing and accounting departments to resolve discrepancies and support timely invoice generation
  • Serve as primary point of contact for attorneys and staff on client cost-related inquiries or disputes
  • Maintain documentation and audit trails for all reimbursable costs
  • Support client audits and assist with responses to cost rejections or reductions
  • Identify and implement process improvements to increase efficiency and reduce billing errors
  • Stay current with client-specific billing protocols and ensure the team is trained and compliant

Qualifications:

  • 5+ years of experience in a law firm or legal billing environment, preferably in insurance defense
  • 2+ years of team management or supervisory experience
  • Strong working knowledge of legal billing systems (e.g., Prolaw, Aderant, Elite, Timeslips)
  • Familiarity with e-billing platforms (e.g., Legal Tracker, CounselLink, TyMetrix) a plus
  • Deep understanding of client billing guidelines
  • Excellent leadership, communication, and interpersonal skills
  • High attention to detail and ability to manage competing deadlines
  • Proficient in Microsoft Excel
  • Bachelor’s degree in Business, Accounting, Legal Administration,  Paralegal or a related field preferred

Preferred Attributes:

  • Experience handling billing disputes and appeals with carriers
  • Proactive problem-solver with a continuous improvement mindset
  • Comfortable working in a fast-paced, deadline-driven legal environment
  • Process improvement and procedure driven.

Overview of process (to be documented as improved)

Invoices received for items that were requested to be done by attorneys or paralegals should be scanned into Prolaw, classified as mail to be reviewed and sent to the attorney or paralegal for approval before it is paid by PMT or sent to carrier for payment.  Once the invoice is approved and it has been confirmed that it is accurate, then the invoice gets processed by (1) a check request if the cost is to be paid by PMT or (2) sent to carrier for payment directly to vendor.  The Client Cost Team must be familiar with all billing guidelines so that PMT does not inadvertently pay an invoice that should have been paid directly by the carrier.

PMT Office Locations:
Elmsford, NY (HQ)| Garden City, NY | Syracuse, NY

Why PMT?

  • Collegial, team-based environment with real mentorship and growth opportunity
  • Nationally recognized litigation defense practice
  • Hybrid schedule with office location flexibility

We offer a competitive benefits package to all of our employees, including:

  • Medical, Dental and Vision Insurance
  • Employee Assistance Program (EAP)
  • Family Medical Leave (FMLA)
  • Paid Family Leave (PFL)
  • Domestic Partner Benefits (Same Sex)
  • Short and Long-term Disability
  • Firm-paid Life Insurance
  • Employee Paid Accidental Death and Dismemberment Insurance
  • Voluntary Life Insurance
  • Pre-tax Parking and Transit Programs – Commuter Benefits
  • Pre-tax Medical and Dependent Care Flexible Spending Accounts (FSA and HRA)
  • 401(k) Retirement Savings Plan
  • 401(k) Matching Program
  • 12 paid holidays per year
  • 3 weeks of PTO per year to start
  • Bereavement Policy
  • Jury Duty

About Us:
Pillinger Miller Tarallo began in 2002 with a handful of lawyers representing insurance clients in New York and has grown into over 100 lawyers located throughout New York, Connecticut, New Jersey and Pennsylvania. We have been able to achieve this successful growth by providing highly-experienced representation to our clients in all areas of civil litigation.

Our primary objective is the swift, cost-effective resolution of cases with the most favorable outcome possible for our clients.

Our Firm is AV rated by Martindale-Hubbell, the highest rating achieved only by a select group of law firms after a rigorous screening process.

Our attorneys have handled thousands of cases across numerous practice areas throughout the Northeast. Moreover, we are known as the “go to” trial firm since our attorneys have tried over 500 cases since the formation of the firm. Our approach to each and every case is to provide not only sound legal counsel, but also to ensure excellent client service. The foregoing principles have guided us over the years and have laid a foundation for our attorneys to build upon for the future.

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