Billing Coordinator

Overview

The Billing Coordinator supports the billing function for assigned practice areas and/or office(s) as part of the Finance Department.

Responsibilities

• Assist with the distribution of monthly Proformas by working with attorneys to review and edit Proformas (hard-copy and paperless).
• Initiate transfers, write-down requests, and markups prior to submitting materials to the assigned Billing Specialist.
• Review finalized invoices for accuracy before sending.
• Review and provide supporting documentation as required, including requested expense documentation.
• Send invoices to appropriate recipients along with any required reports or spreadsheets via email or mail.
• Research and respond to internal and external billing inquiries in a timely manner.
• Identify billing inaccuracies and work with appropriate personnel to resolve issues.
• Assist Collection team members, billing attorneys, and clients with resolution of unpaid invoices, including those with discrepancies.
• Provide customer service as the client/attorney liaison; proactively work with Finance teams to complete required tasks.
• Review documents and records to compile information for compliance with client guidelines and fee arrangements per engagement letters or other agreement terms.
• Assist with requesting refund checks for clients as needed.
• Maintain and adhere to client and attorney billing notes in the portal.
• Review billing rates to ensure compliance with client agreements and annual rate increases.
• Review aged/unbilled work in process and provide status updates to the Billing Supervisor.
• Verify accuracy of billing records, notices, and statements for disbursement.
• Ensure tasks are completed in accordance with firm and client billing guidelines, policies, and procedures.
• Adhere to all firm policies, procedures, standards, guidelines, and confidentiality requirements.

Collaboration and Teamwork

• Work proactively with billing specialists, attorneys, and other Finance teams to accomplish assigned tasks.

Additional Duties

• Other related duties, as assigned.

Qualifications

• High School Diploma or equivalent required.
• Associate’s Degree in accounting, finance, information technology or other qualitative field of study preferred.

Preferred Experience

• Minimum of two years’ related experience at a law firm or legal department preferred.

Knowledge, Skills, and Abilities

• Ability to manage multiple priorities simultaneously in a deadline-driven, detail-oriented, deadline-driven environment while using excellent judgment and decision-making skills.
• Proficiency with Microsoft Office Suite, Adobe, and time and billing software.
• Ability to work in a fast-paced, high-pressure environment; demonstrates initiative and ability to work independently.
• Ability to streamline and summarize data, identify solutions to administrative problems, and prioritize work.
• Strong verbal and written communication skills, with high interpersonal skills to handle sensitive and confidential situations; demonstrated poise, tact, and diplomacy.
• Strong organizational skills to manage workload.
• Ability to maintain the highest level of confidentiality and provide outstanding customer service to internal and external clients/contacts.
• Working knowledge of office equipment, including computers, telephones, printers, copiers, and related tools.

Work Environment & Physical Demands

• Clerical office setting.
• Routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Requirements

• Sedentary work; exertion of physical strength to lift, carry, push, pull, or otherwise move objects up to 10 pounds.
• Work involves sitting most of the time.
• Walking and standing is often necessary in carrying out job duties.

Compensation & Benefits

• Not specified in the provided job description.

Location

• Not specified in the provided job description.

Work Authorization

Applicants must be currently authorized to work in the United States on a full-time basis now and in the future.

Equal Opportunity / Disclaimer

• Equal opportunity employer.
• This description is intended to describe general content and requirements and is not a contract or employment agreement. Management may revise it at any time. Employment is at-will. Employees must be able to perform essential functions with or without reasonable accommodation.