Maintain firm, as well as client and matter rate arrangements within the time and billing system. Set up individual, title or level based timekeeper rates as outlined in engagement letters and billing agreements. Participate in processing daily new hire/termination workflows, as well as in yearly increases and yearly matriculation moves for attorneys.
Matter maintenance: review and approve new/amended case memos received through the Intapp Open software. Identify missing or incorrect information, make corrections and obtain missing approvals. Assure new clients and matters are properly entered into the Elite billing system.
Review, analyze and ensure compliance with client’s Outside Counsel Billing Guidelines. Input time and cost discounts/restrictions into the Elite system. Add task and activity codes to matters as appropriate. Incorporate estimates, budgets and caps into matter details; ensure alternative fee arrangements (AFAs) are setup where applicable; ensure compliance with client’s billing requirements (i.e. time increments, frequency, invoice(s) template). Update billing protocols as needed.
Perform rate reviews and audits upon request to ensure consistent application of agreements globally. Coordinate communication with Pricing and Billing teams related to new agreements. Work closely with eBilling team to review and audit entry of rates across various electronic billing sites.
Weekly reporting: run and distribute the weekly time inventory reports. Reports are distributed electronically via the firm's intranet, email and via interoffice mail. Requires following detailed reporting instructions in Elite billing system and using electronic distribution and security programs.
Miscellaneous. Run and distribute monthly and quarterly time inventory reports, billing rate reports, and ad-hoc time, cost and timekeeper reports. Respond to client matter, time and rate inquiries.
Respond to client inquiries/questions in a timely manner and escalate issues to Supervisor, Manager, Director or other firm management as needed.
Collaborate with the billing/collection team, finance personnel and other legal staff to achieve the firm’s goals.
Coordinate ad hoc projects at the request of clients, Partners, and firm management.
Confirm compliance with the firm’s accounting, billing and collection policies and controls and ensure integrity of the firm’s financial and operating information.
Accurate and timely with completion of all tasks.
Thorough and follows through on assigned projects and tasks. Results oriented.
Works well in a team environment and collaborates with others but can function independently with minimal supervision when required.
Flexibility with overtime when necessary.
Provide coverage during absence of other team members.
Prepare various reports and analyses, as requested.
Other responsibilities as they may be assigned from time-to-time.
A Bachelor degree or equivalent experience required; degree preferably in Accounting or Business.
5 years’ experience in a law firm revenue/finance department or comparable industry.
Software: Elite (Enterprise or 3E) or Aderant a plus (Elite preferred); eBillingHub; Intapp Open.
Proficiency in MS Outlook, Word, Excel, and Power Point.
Strong written, verbal & interpersonal communication skills.
Ability to function as a self-starter, work independently and with a large team, and meet strict deadlines; detail & results oriented.