Legal Billing Coordinator

  • Location: New York, New York
  • Type: Direct Hire
  • Job #85

Legal Billing Coordinator
Large Global Law Firm

Location: New York, NY – Midtown Manhattan
Organization: An International Law Firm

Compensation: Base salary up to $90,000 based on related experience plus well-paid overtime; Medical and Dental Coverage; Paid Time Off; 401K; Savings Accounts; Transit; All Firm Amenities; Exceptional Work Environment and Firm Culture. Beautiful offices in an ideal location for all forms of mass transit, shopping and restaurants.

Summary: The Billing Coordinator is responsible for the completion of all facets of the billing and collection function. Responsibilities include working with the Billing Manager, Senior Billing Coordinators, and/or partners to proactively administer their billing responsibilities, preparation and processing of timely and high-quality invoices, and monitoring and follow-up on outstanding receivables. This person should enjoy the interaction with Attorneys and co-workers in an upbeat, professional, friendly and highly desired work environment. The firm is noted as being one of the most desired law firms to work for globally.

Essential Functions:

  • Perform client billing and collection activities for assigned clients in a timely manner
  • Monitor aging of unbilled fees for assigned partners and/or clients
  • Monitor and manage outstanding accounts receivable, unapplied funds and collection efforts
  • Meet with the Billing Manager, Senior Billing Coordinators, and/or partners to discuss monthly billing, outstanding invoices and strategy for collections
  • Generate Proformas for each assigned partner at the beginning of each month, after the time entry deadline
  • Prepare billing packages for each assigned partner (i.e. draft cover letters, invoices, etc.)
  • Review Proformas for misallocated time and ensure time entries are in accordance with client policy
  • Communicate new/changes in client policies to timekeepers
  • Edit draft invoices based on partners’ mark-up, including: Write-offs, in accordance with firm policies/procedures
  • Time/cost transfers; investigate the appropriateness of where entries should be billed
  • Time entry narrative changes with respect to additions, corrections, deletions
  • Verify client-specific rate accommodations and if necessary, apply approved discounts to the face of the invoices; keep track of volume discounts based on thresholds reached
  • Pull back-up of costs to include with final invoices based on a client’s billing requirements
  • Generate billing variance reports and write-off reports; acquire appropriate write-off approvals based on write-off amount thresholds
  • E-Billing and prepare electronic invoices in LEDES; submit electronic invoices to clients via their designated electronic billing system and verify successful submissions
  • Establish working relationships with e-billing site vendors; make certain all timekeepers and rates are up-to-date on the sites; submit timekeepers and rates for approval as needed
  • Ensure three-way communications between e-billing site, client and the Firm (as the e-billing site processes invoices based on the Clients’ Outside Counsel Billing Guidelines)
  • Track status of bills submitted, identify issues, and work to address rejections and reductions as they arise
  • Monitor payment of assigned clients’ accounts receivable and coordinate collection efforts
  • Collaborate with Billing and Collection Committee members and/or Financial Managers to coordinate billing and collection efforts
  • Provide assistance to partners and clients regarding outstanding and/or short paid invoices
  • Communicate situations as they arise that may require follow-up, such as rate issues, delays in billing, difficult requests, etc.

Requirements:

  • Bachelor’s Degree in Accounting, Finance, or Business
  • Related Billing experience in a law firm or professional services company
  • MS Office with emphasis on Word and Excel
  • Elite 3E Electronic Billing Systems experience a plus. The firm will cross-train a person with solid related legal or professional services billing experience.
  • Ability to multitask and prioritize
  • Interpersonal skills in order to work effectively within a team environment, as well as independently with a great group of co-workers.
  • Ability to adapt to new assignments and deadlines in a fast-paced and upbeat department that is known for excellence.l