Billing Coordinator

Job Summary

The Billing Coordinator is responsible for preparing, reviewing, and processing client invoices in accordance with firm policies and client-specific billing guidelines. This role requires strong attention to detail, sound organizational skills, and the ability to collaborate effectively with attorneys, legal secretaries, internal business teams, and clients. The Billing Coordinator manages billing for assigned attorneys and clients, including complex billing structures and alternative fee arrangements (AFAs), as well as accrual management and electronic billing submissions. In partnership with the Assistant Billing Manager, the Billing Coordinator supports the execution of effective billing and collection strategies for their assigned matters.

Job Responsibilities

• Ensure client invoices are prepared in compliance with firm policy, agreed pricing arrangements, as well as client billing guidelines and applicable regulations. Identifies billing issues and resolves or escalates as appropriate.
• Prepares standard and ad hoc reports utilizing Excel, Elite 3e, and other reporting tools.
• Analyzes unbilled inventory monthly and ensures timely resolution of balances in accordance with firm billing requirements.
• Tracks and resolves billing-related inquiries from lawyers and clients in a timely and professional manner.
• Executes and manages the full billing cycle, including narrative edits, transfers, adjustments, write-offs, revisions, and final invoice dispatch, ensuring accuracy and timeliness of client invoices.
• Coordinates with the collections team and responds appropriately to client queries about accounts receivable, collaborating with lawyers to revise invoices as directed.
• Documents billing process and updates documentation for procedures related to special client billing arrangements.
• Assists the Ebilling Coordinator with the initial set-up and subsequent maintenance for assigned ebilling clients.
• Submits electronic invoices (ebills), monitors progress and communicates status to assigned billing lawyers.
• Assists professional staff and attorneys with the firm’s billing procedures using 3E accounting software. Performs ad hoc analysis and research as requested.
• Participates in special projects as required.
• Consistently delivers a high level of customer service.

Knowledge, Skills and Abilities

• Demonstrated advanced knowledge of Elite 3e or similar accounting system with the ability to instruct others in its use.
• Demonstrated knowledge of major ebilling websites such as CounselLink, Tymetrix 360, and Legal Tracker) with the ability to research and resolve ebilling issues.
• Demonstrated ability to organize and prioritize a heavy workload in a dynamic and complex environment to meet deadlines and daily requirements.
• Demonstrated ability to perform work that is non-standard, requiring analysis, interpretation, and creative problem solving within an accounting environment.
• Demonstrated knowledge of MS Excel to produce quality reports and spreadsheets.
• Demonstrated ability to prepare analysis of complex issues and information.
• Knowledge of standard accounting and finance principles, including the ability to track, organize, analyze, reconcile, and report financial data in an accurate and clear manner.
• Demonstrated ability to communicate clearly and effectively, both orally and in writing
• Demonstrated ability to provide quality client service to both internal and external contacts regarding financial matters of a complex nature. Requires creativity, patience, and discretion.

Education

The position requires a bachelor’s degree in accounting, finance, or a related field.  Equivalent training and experience may substitute for education.

 Experience

The position requires a minimum of three (3) years of billing/accounting experience in a law firm or professional services firm.