Client Billing Coordinator

Overview

This role supports the Financial Services – Client Billing team as a Client Billing Coordinator. The position provides essential billing services and information to lawyers, firm staff, and firm leadership to help ensure accurate and timely client billing.

Responsibilities include handling general billing functions and supervising client billing staff within the assigned office, including staff located in other offices. This is a firmwide, full-time, fully remote, non-exempt position reporting to the Client Billing Manager.

Responsibilities

• Manage client billing from start to finish, including:
  • Processing invoices in the billing software
  • Distributing monthly prebills and reports
  • Reviewing and correcting prebills
  • Generating final invoices for clients
• Meet established KPIs, maintain an accurate and current billing inventory, and promptly escalate outstanding issues through appropriate channels.
• Maintain accurate and complete client billing records and client/matter information in the billing system, including addresses, rate structures, and billing templates.
• Coordinate electronic invoicing, transmit invoices, and resolve issues in a timely manner.
• Prepare invoice write-off forms at the direction of billing attorneys.
• Provide detailed reports and analyses of client billing activity and historical data.
• Communicate professionally with Partners about billing inventory, matter progress, outstanding receivables, and client-specific billing requirements; advise on appropriate billing actions and potential collection issues.
• Respond to inquiries, troubleshoot issues, and handle special requests from attorneys, paralegals, and administrative staff.
• Collaborate with Rates Control to implement, update, and maintain client-matter rate structures and cost exceptions in accordance with attorney/client instructions, client guidelines, and firm policies.
• Prepare aged accounts receivable reports and respond to client-related A/R audit inquiries accurately and promptly.
• Maintain documentation for special fee allocations to record additional collections attributable to timekeepers assigned to clients or matters.

Team supervision and workflow management

• Monitor team performance against KPI targets and coach, guide, and support staff to ensure accurate and timely completion of work.
• Oversee daily workflow, assign tasks, resolve work-related issues, and ensure adherence to billing procedures and firm policies.
• Review team output for accuracy, completeness, and compliance with billing guidelines and client requirements; track workload and capacity, identify bottlenecks, and adjust assignments to meet deadlines.
• Train new and existing staff on billing procedures, software updates, e-billing requirements, and best practices; maintain communication with partner offices and follow up on outstanding prebills.
• Escalate unresolved issues, identify process gaps, recommend improvements, and help implement workflow enhancements.
• Approve weekly timecards.
• Conduct bi-monthly one-on-one check-ins with billing staff.
• Participate in annual performance evaluations and staff development.
• Perform additional responsibilities and projects as assigned.

Requirements

• Strong organizational and analytical abilities, including the ability to prioritize multiple tasks, meet deadlines, and perform work requiring advanced analytical skills.
• Solid proficiency with general computer applications.
• Effective oral and written communication skills for internal and external interactions.
• Sound independent judgment, strict adherence to confidentiality requirements, and the ability to work proactively and independently.
• Consistently produce accurate, well-organized, professionally presented work and maintain collaborative, professional relationships with colleagues, management, and other firm personnel.
• Interpersonal skills to communicate effectively in person, by email, and by telephone; follow instructions from attorneys, clients, staff, and external professionals; and provide courteous, service-oriented support.
• Ability to supervise staff located in other office locations.

Preferred Qualifications

• Experience with Aderant.
• Two to three years of relevant experience in a legal or accounting environment.

Compensation & Benefits

• Equal opportunity employer.

Location

• Fully remote.
• Occasional office travel is permitted with prior notification to management.

Work Schedule & Physical Requirements

• Full time, five-day workweek.
• Standard hours for this role are between 10:30AM–7:00PM CT or as outlined in the firm policy manual.
• Overtime may be required beyond 37.5 hours per week.
• Flexibility may be required as needed to meet business and client needs.
• Must remain seated for extended periods, including at least one hour without a break, and perform essential duties while managing time constraints, frequent interruptions, and high-pressure situations while maintaining professionalism, accuracy, and sound judgment.