The Senior Billing Coordinator will be responsible for performing all functions related to processing and distributing the firm’s client invoices. This includes handling complex billing processing and requests, training billing staff on standard procedures, updating timekeeper and rate information in e-billing systems, assisting with month-end closing tasks, and a wide variety of other duties as assigned or as necessary.
Essential Duties and Responsibilities
1. Processes client invoices within the Elite system according to partner instructions and ensures that invoices are in compliance with the firm’s billing policies and procedures.
2. Generates and distributes month end proformas as well as on-demand proformas.
3. Follows up to ensure that unassigned time entries are appropriately transferred to a billable matter in a timely manner.
4. Coordinates complex and specialized billing for clients and attorneys.
5. Supports supervisor as coordinator of all e-billing matters and systems. This includes ensuring proper setup on any new e-billing systems, entering invoice information, tracking invoice status, and following up on any rejected items, maintaining accurate timekeeper and rate information in all e-billing systems, and monitoring status of submitted invoices.
6. Trains all new staff on billing procedures and processes. Monitors staff progress and keeps supervisor or manager abreast of any issues or concerns.
7. Suggests new processes or procedures to achieve greater efficiencies in the department.
8. Monitors and maintains special billing rates and arrangements to ensure that client invoices are processed according to partner and client requirements.
9. Sends invoices electronically either by e-mail or through a third-party vendor.
10. Documents and updates all billing procedures including electronic billing process for each client.
11. Assists with month end closing process which includes running reports, verifying that all time entries and cost entries have been entered and uploaded, finalizing all batches and running final audit reports.
12. Monitors missing time for attorneys and proactively follows up to ensure timely time entry.
13. Submits accrual information to clients as requested.
14. Provides assistance to attorneys, secretaries and clients including answering billing questions, running AR and unbilled reports, providing invoice copies, and providing detailed or summarized information regarding time and cost entries either by generating Elite reports or by using Excel.
15. Assists others within the department and firm (accounts payable, accounts receivable and collections) when needed.
16. In addition to the above, assists with special projects and other duties as assigned.
Knowledge, Skills, and Capabilities
Bachelor’s degree or equivalent, major in Finance, Accounting or related field preferred.
Knowledge and experience in legal industry, including experience with major e-billing systems such as eBillingHub, Legal Tracker, and CounselLink a plus.
