Billing & Collections Coordinator-Corporate

New York, NY 

100% remote from any of the below locations:

CA, DC, MD, MA, NY, NC, OH, TX, VA, WV. We are also in the process of applying for MN, GA & TN

Summary

The Billing & Collections Coordinator (Coordinator) is responsible for coordination of the billing and collections processes for the Corporate Business Unit. The Coordinator works closely with billing partners, Legal Administrative Assistants (LAAs), other business services colleagues, and clients to ensure compliance with both internal and client billing requirements and improve diary management and, billing and collections results. The Coordinator provides training and support as needed and proactively solves problems and suggests improvements to existing processes.

Key Responsibilities

• Ensure accurate client account set up, billing and collection arrangements, and inventory management for Corporate Business Unit matters based on general client guidelines and engagement letters.
• Oversee and assist LAAs in preparation of client bills and statements in hard copy or electronic formats as required, and ensure timely delivery.
• Collaborate with Business Unit Director, Business Manager and/or Partner on client outreach for outstanding Accounts Receivables as necessary.
• Attend monthly B&C meetings with NY Capital Markets and M&A and quarterly with Governance & Advisory, taking notes and following up as directed by BUD.
• Review time entries for Corporate Business Unit to ensure that the rates are reflected and extended accurately.
• Work with LAAs and Financial Services team on setting up timekeepers for new matters for Corporate Business Unit to ensure timekeepers are approved in client systems in a timely manner.
• Edit, transfer, and write-off time and/or disbursements, as directed by billing partners, when needed or in coordination with LAAs.
• Review write-offs submitted to Business Unit Leaders for approval, ensuring that all required background information and documentation, such as detailed explanation(s) of why the write-off is necessary, are included.
• Liaise with LPM team to monitor fee caps, tier discounts and matter budgets.
• Compile and summarize receipts and documentation for third party expenses to be billed to the client.
• Work closely with the eBilling team to reconcile situations involving eBills and eBilling discrepancies.
• Manage client accruals, account analysis, and reconciliations.
• Address internal and external inquiries in connection with billed and unbilled totals, payment status, and matter history once elevated by partner/LAA.
• Collaborate with LAAs to research and address any client short payments and collection issues.
• Other duties and responsibilities as assigned.

Knowledge, Skills & Attributes

• Hands-on experience with Elite/3E accounting system or similar financial system including ability to run reports and provide basic support to lawyers and LAAs.
• Advanced MS Excel and Word skills.
• Superior analytical skills.
• Ability to effectively collaborate at all levels and across different functions.
• Exceptional client service and interpersonal skills.
• Strong time management, organization, prioritization and execution skills.
• Focus on accuracy and attention to detail.
• Excellent written and verbal communication skills.
• Ability to stay focused and calm in a high fast paced, high pressure environment.
• Highly collaborative style with ability to influence without authority.
• Self-directed and self-motivated.
• Practical and results oriented.

Education & Experience

• Bachelor’s Degree in Accounting, Finance or Business discipline preferred.
• Minimum 5 years’ billing and collections experience, preferably within a law firm. 

Physical Activity/Other Miscellaneous

• Flexibility to work overtime or outside standard business hours as required.
• Ability to lift and carry up to 15 lbs.