Billing Coordinator

Overview

This position supports the billing function for assigned practice area and/or office(s) as part of the Finance Department.

Responsibilities (Essential Functions)

• Assist with distribution of monthly proformas, working closely with attorneys to review and edit proformas (hard-copy and paperless).
• Initiate transfers, write-down requests, and markups prior to submitting to the assigned Billing Specialist.
• Review finalized invoices to ensure 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 accomplish required tasks.
• Review documents and records to compile information for compliance with client guidelines, 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 and policies.
• Adhere to all firm policies, procedures, standards, and guidelines while maintaining confidentiality.

Collaboration

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

Additional Duties

• Other related duties, as assigned.

Education

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

Experience

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

Knowledge, Skills, & Abilities

• Ability to manage multiple priorities simultaneously in a deadline-driven, detail-oriented work environment using excellent judgment and decision-making skills.
• Technical skills including proficiency in 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, find solutions to administrative problems, and prioritize work.
• Strong verbal and written communication skills with high interpersonal skills to handle sensitive and confidential situations; position requires 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, but not limited to, computers, telephones, printers, and copiers.

Work Environment & Physical Demands

• Office/clerical 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.

Compensation & Benefits

• Not specified in the provided description.

Location

• Not specified in the provided description.

Work Authorization / Sponsorship Disclaimer

• Applicants must be currently authorized to work in the United States on a full-time basis now and in the future.
• No sponsorship is provided for this position.

Equal Opportunity / Additional Statements

• Employment is at-will.
• This description is intended to describe the general content of and requirements for the performance of the job and is not a contract.
• Management reserves the right to review and revise the job description at any time.
• Equal opportunity employer; applicants are considered without regard to protected characteristics under applicable federal, state, and local jurisdictions.