Billing Coordinator

Overview

The Finance Department is seeking a Billing Coordinator to support the billing function for assigned practice area and/or office(s).

Responsibilities

• Assist with the distribution of monthly proformas; coordinate with attorneys to review and edit proformas (hard-copy and paperless), including initiating transfers, write-down requests, and markups prior to submission 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 the 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 coordinate with Finance teams to complete tasks as required.
• 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 progress and provide status updates to the Billing Supervisor.
• Verify the accuracy of billing records, notices, and statements for disbursement.
• Ensure all 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 and Teamwork

• Work proactively to support billing specialists, attorneys, and other Finance teams in accomplishing assigned tasks.

Additional Functions

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

Skills and Abilities

• Ability to manage multiple priorities simultaneously in a deadline-driven, detail-oriented work environment using excellent judgment and decision-making.
• 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, solve administrative problems, and prioritize work.
• Strong verbal and written communication skills; high level of interpersonal skills to handle sensitive and confidential matters with 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, and copiers.

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.
• Sitting most of the time.
• Walking and standing often necessary to carry out job duties.

Compensation & Benefits

• Not specified in the provided job description.

Location

• Not specified in the provided job description.

Work Authorization / Sponsorship

• Applicants must be currently authorized to work in the United States on a full-time basis now and in the future. Sponsorship is not provided for this position.

Equal Opportunity

• Equal opportunity employer. All qualified applicants will receive consideration without regard to race, religion, color, sex, national origin, age, sexual orientation, gender identity or gender expression, breastfeeding, lactation, disability, or veteran status, or any other characteristic protected by applicable federal, state, and local jurisdictions.

Disclaimer

• This description is intended to describe the general content of and requirements for the performance of this job and is not a contract or employment agreement. Employment is at-will. Management may revise the job description at any time. Employees must be able to perform all essential functions with or without reasonable accommodation.