Client Billing Coordinator

This role is fully remote and must reside in either Chicago, Houston, Los Angeles or New York and live within reasonable proximity to the local office.

POSITION SUMMARY:

The Client Billing Coordinator will own the billing process from point of time entry release through paid invoice, by establishing communication with the attorneys and legal assistants and understanding client requirements. Communicate and resolve WIP balances and support Accounts Receivable with resolution for their respective client matters.

DUTIES AND RESPONSIBILITIES:

• Prepare, review, and distribute monthly prebills to appropriate billing attorneys.
• Obtain billing exemptions when appropriate. Ensure proper policies, processes, and procedures are followed throughout the billing process for applicable attorneys.
• Create bills; drafts and finals efficiently and accurately per client guidelines and billing department expectations. Prepare and/or assist in preparation of client bills; process, proof, and release manual bills in accounting system or download and prepare electronic billing using client approved software. Timely solution of any e-billing errors for proper submissions according to the client's guidelines. Validate set-up, maintenance and resolving electronic billing errors.
• Process write-downs, retainer applications, premium allocations and transfers of time and/or disbursements after required approval has been obtained. Attorney, legal assistant, and client inquiries. Research and reconcile discrepancies.
• Handle attorney, legal assistant, and client inquiries. Provide monthly billing reports as required. Prepare, per client requirements and/or attorney request, prepare billing accruals for budget analysis.
• Work with Conflicts Department to update client/matter files. Work with the Client Pricing Department to resolve billing rates issues, special billing agreements, disbursement requirements, markup/discounts, etc.
• Create and/or revise billing formats to accommodate client and/or attorney needs.
• Shred pre-bills; adhere to retention policy.
• Review client accounts receivable, aged work in progress and unapplied cash to minimize cash cycle, improve cash flow, and meet revenue goals.
• Review write-downs and work proactively with attorneys, management, and billing committee to resolve problems arising from this review.
• When appropriate, contact clients to resolve billing issues that hinder payment of outstanding A/R.
• Verify accuracy and completeness of data and ensure distribution of data to appropriate individuals.
• Assignment of special projects.
• Serve as back-up for other members of the billing team.
• Ensure compliance with billing and collection policies.
• Assist with gathering and matching supporting documentation for client expenses
  as needed.
• Analyze trends to suggest process improvements in a professional manner. Prepare special client requests such as diversity surveys, etc.

BASIC QUALIFICATIONS (Must be listed on resume to be considered):

• Bachelor's degree with a minimum of 2 years accounting/finance experience OR High School diploma or GED equivalent with a minimum of 5 years accounting/finance experience required.

• Knowledge and understanding of a broad range of accounting policies and
  procedures and use of accounting software systems.
• Experience with firm software, especially strong MS Excel and MS Word experience required, Knowledge of Aderant, Bill Blast and/or IntappTime plus.

COMPETENCIES:

• Must solve problems by choosing from clear-cut alternatives.
• Ability to interact with all levels of personnel; deliver exemplary customer service by being responsive as well as anticipating need without being asked.
• Ability to interact and function as part of a team including cooperation, adaptability, flexibility, courtesy, and acceptance of feedback to foster smooth and efficient processing of workflow.
• Interpersonal skills necessary to communicate in person, by e-mail and telephone to provide information with ordinary courtesy and tact while maintaining strict confidentiality.
• Follow instructions and provide information with courtesy and tact.
• Multitask and be flexible and willing to adapt to necessary changes.
• Work occasionally requires more than 35 hours.