Senior Client Billing Specialist

New York, NY 

Responsibilities

• Prepare and forward pro forma billing print-outs to billing attorney; make edits to pro forma’s per Partner instructions including, but not limited to: time descriptions, transfers, write down/off of unbilled time/costs, in accordance with firm policy.
• Prepare draft and final invoice for Partner approval; finalize and post invoice(s) in firm financial software; prepare and ensure successful submission of e-bill(s); monitor and report on status when necessary.
• Review, analyze and ensure compliance with client’s Outside Counsel Billing Guidelines
• Proactively communicate and meet monthly with assigned Partners to review unbilled (WIP) and unpaid (A/R) inventory.
• Document and update Partner & client billing protocols as needed
• Continually monitor WIP, aged A/R, and unapplied or on-account billings/cash to assist Billing Partners in meeting billing & collection goals; document and report on aged WIP & A/R.
• Take ownership of the full matter life-cycle, assuring proper matter setup in accordance with client and Partner requirements/preferences; necessary e-billing task/activity codes, matter ID and/or budgets are incorporated in matter details; ensure alternative fee arrangements (AFAs) are setup where applicable; compliance with client’s billing requirements (i.e. time increments, frequency, invoice(s) template). Update billing protocols as needed.
• Follow up on partially paid invoices to assure the firm collects A/R in full; consistently “clean-up” stale time/uncollectable amounts and obtain necessary authorization for write-offs in accordance with firm policy.
• Follow up with Partners regarding on-account invoices to ensure WIP is relieved in a timely and accurate manner.
• Establish effective & open lines of communication with clients’ financial team so that the firm’s invoices are processed expeditiously. Troubleshoot client invoice related issues, such as: e-billing questions/problems, provide back-up for billed expenses, etc.
• Respond to client inquiries/questions in a timely manner and escalate issues as needed to Supervisor, Manager, Director or other firm management as needed.
• Collaborate with the billing/collection team and other finance personnel and work closely with Partners and other legal staff to achieve the firm’s goals.
• Coordinate ad hoc projects at the request of clients, Partners, and firm management.
• Provide coverage during absence of other team members.
• Confirm compliance with the firm’s accounting, billing and collection policies and controls and ensure integrity of the firm’s financial and operating information.
• Prepare various reports and analyses, as requested.
• Other responsibilities within the billing/collection function as they may be assigned from time-to-time.

Qualifications

• A Bachelor’s degree or equivalent experience required; degree preferably in Accounting or Business.
• 5+ years’ experience in a large law firm billing department or comparable industry.
• Software: Elite (Enterprise or 3E) or Aderant a plus, Elite preferred; Design Gallery, Star*Collect, Target*Cash, and InTapp Time is a definite plus.
• Proficiency in MS Outlook, Word, Excel, and Power Point.
• Strong written and verbal communication skills.
• Experience with Ebilling Hub and E-Billing vendor sites preferred.
• Ability to function as a self-starter, work independently and with a large team, and meet strict deadlines; detail & results oriented.
• Flexibility with overtime when necessary.