Senior Billing Coordinator

Washington, DC

Reports to: Billing Manager (NY)

M-F, 9am-5pm

Description

The ­­­­Senior Billing Coordinator will be responsible for the coordination of the client billing process for a group of partners (to be assigned by the Billing Manager).  In this capacity, the Senior Billing Coordinator will communicate directly with partners, associates and secretaries in connection with various aspects of client billing.  Some of the tasks will include revising bill/time entry narratives, coordinating client billing cycles, working closely with attorneys to prepare client invoices and submitting e-bills onto various e-billing intermediaries. 

Responsibilities

Manage all aspects of the monthly client billing process and distribution of invoices to clients, including:

• Distributing monthly prebills
• Processing billing partners’ comments and revisions
• Coordinating and processing transfers and write-downs/write-offs
• Preparing draft bills for billing partner approval
• Preparing draft write-off forms for approval
• Finalizing and sending bills to clients
• Preparing, submitting and monitoring e-bills
• Dispatching invoices that have been submitted to the client
• Preparing invoice packet for billing files

• Proactively meet and communicate with billing partners regarding matter billing status, special billing arrangements, fee caps, etc.
• Understand Work in Progress (“WIP”) Provisions and ensure aged WIP and special discounts are properly monitored and accounted for before each month-end close
• Closely monitor WIP and aging levels to assist billing partners in meeting defined billing goals
• Review, analyze and ensure client matters are in compliance with Firm’s global agreement and client’s outside counsel billing guidelines
• Take ownership to properly set up new matters with correct time increments, rates, discounts, e-billing codes, matter file numbers, etc.
• Confirm that applicable rates and any fee arrangements are reflected for each individual matter to ensure accurate WIP accrual
• Coordinate with Accounts Payable to resolve any vendor discrepancies
• Maintain files and documentation in accordance with the Firm’s billing policy
• Respond to partner and client inquiries in a timely manner
• Escalate issues as needed to Billing Manager, Controller and/or Director of Finance
• Report on monthly billing projections
• Prepare various billing reports and analyses, as requested by attorneys
• Submit e-bills, resolve error messages and correct ledes files, when needed

Requirements

• High School degree or equivalent
• Minimum of five years of relevant billing experience in a law firm
• E-Billing experience strongly preferred
• Knowledge of basic client accounting principles, research skills and data analysis
• Detail oriented
• High level of professionalism
• Reliable
• Strong work ethic
• Extremely organized
• A self-starter
• Independent worker as well as a team player in a fast-paced environment
• Effective communication skills – both verbal and written
• Ability to establish good working relationships with attorneys and all personnel
• Strong problem solving skills
• Proficient computer skills, including but not limited to MS Word, Excel and Outlook
• Must be independently legally authorized to work in the United States

Preference

• Associate’s or Bachelor’s degree strongly preferred