Legal Billing Coordinator

Role is hybrid with 2-3 days per week onsite.

Responsibilities:

• Prepare and forward proforma billing printouts to billing attorney; make edits to proformas per partner instructions including, but not limited to, time descriptions, transfers, write down/off of unbilled time/costs in conformity with firm policy
• Prepare, draft and final invoice for partner approval; finalize and post invoice(s) in Firm financial software; prepare and ensure successful submission of e-bill(s); monitor and report on status when necessary
• Review, analyze and ensure compliance with client’s Outside Counsel Billing Guidelines
• Proactively communicate and meet with partners to review unbilled (WIP) and billed (A/R) inventory
• Continually monitor WIP, aged A/R, and unapplied or on-account billings/cash to assist billing partners to meet billing and collection goals; document and report on aged WIP and A/R
• Take ownership of the full matter life cycle, assuring proper matter setup in accordance with client and partner requirements / preferences; necessary e-billing task/activity codes and/or budgets are incorporated in matter details; ensure alternative fee arrangements (AFAs) are setup where applicable; compliance with client’s billing requirements (i.e. time increments, frequency, invoice(s) template).
• Follow up on partially paid invoices to assure the firm collects A/R in full; consistently “clean-up” stale time / uncollectable amounts and obtain necessary authorization for write offs in accordance with firm policy
• Follow up with partners regarding on-account invoices to ensure WIP is relieved in a timely and accurate manner
• Establish strong communications with clients’ financial staff so that the firm’s bills are processed expeditiously; resolve all client issues such as e-billing, cost backup, or other matters
• Respond to client inquiries/questions in a timely manner and escalate issues as needed to Supervisor, Manager, Director or other firm management as needed
• Collaborate with the billing/collection team and other finance personnel and work closely with partners and other legal staff to achieve the firm’s goals
• Coordinate ad hoc projects at the request of clients, partners, and firm management
• Provide coverage during absence of other team members
• Assure conformity with the firm’s accounting, billing and collection policies and controls and ensure integrity of the firm’s financial and operating information
• Prepare various reports and analyses, as requested
• Heavy editing of Litigation and Financial Restructuring timecards
• Other responsibilities within the billing/collection function as they may be assigned from time-to-time

Qualifications:

• A Bachelor ‘s degree is recommended, preferably in Accounting or Business
• 2+ years’ experience in a large law firm billing department or comparable industry
• 3E, Elite Enterprise, or Aderant experience preferred.
• Proficiency in MS Office, Word, Excel, and Power Point
• Strong written and verbal communication skills
• Experience with Ebilling Hub and E-Billing vendor sites preferred
• Ability to function as a self-starter, work with a large team, and meet strict deadlines, detail oriented