Retail Account and Billing Manager

The Retail Account and Billing Manager oversees all billing and collections for the retail team and provides legal assistant support to its attorneys. This role ensures accurate and timely invoicing, proactive payment follow-up, and efficient administrative support.

Position Reports to: Human Resources Manager, Billing and Collections Manager, and Retail Partner

Overall Responsibilities:

Primary duties will include, but are not limited, to the following:

• Manage the full billing cycle, including prebill review, authorized edits, attorney approvals, and final invoice delivery.
• Submit electronic invoices, monitor acceptance, and resolve billing rejections or discrepancies.
• Maintain accurate client and matter information, billing rates, and special billing arrangements.
• Monitor accounts receivable, follow up on overdue balances, and coordinate with attorneys to resolve collection issues.
• Respond to billing inquiries and maintain records of collection activity, payment commitments, and approved adjustments.
• Prepare billing and collection reports and identify opportunities to improve processes. These billing and collections duties are adapted from the existing position description.
• Prepare, format, and proofread correspondence and legal documents at attorney direction.
• Maintain matter files, manage calendars, schedule meetings, and track attorney-identified deadlines.
• Assist with client intake, matter opening and closing, and other attorney support needs.
• Maintain confidentiality and provide professional service to clients, attorneys, and staff.
• Coordinate document execution, delivery, and filing, as applicable to the team’s practice and under attorney supervision.
• Communicate with clients and other parties regarding administrative matters and the status of attorney-directed requests.
• Assist attorneys with time-entry follow-up, expense submissions, and other administrative tasks.
• Support matter closing, records organization, and file retention in accordance with firm procedures.
• Communicate professionally with clients regarding outstanding invoices, payment status, and billing disputes.
• Coordinate with responsible attorneys to resolve collection issues and determine appropriate follow-up.
• Prepare and distribute account statements, reminder notices, and collection correspondence.
• Prepare and distribute reminder statements to billing attorneys on a monthly basis.
• Responds to client billing questions and inquiries by researching the facts, determining the status of the issue, taking required actions, and responding in an accurate and timely manner.
• Proactive monitoring and collection of assigned Accounts Receivable, to achieve maximum effectiveness, so as to meet monthly and annual revenue targets
• Be able to articulate in a calm and professional manner with AGG internal and external clients when discussing payment due the firm.
• Obtain and maintain client information and accurately notate this information in the Fulcrum Financial System.
• Prepare collections letter and various AR reports from Fulcrum.
• Must have ability to create and understand the audit trail of accounts receivable/billing inquires (billings to payments). Prepare various AR spreadsheets as necessary and be actively involved in AR projects when required.
• Responsible for suggesting, implementing and administering routines that will effectively enhance the billing and collection/maintenance of the firm's AR.
• Process AR write-offs as authorized by attorneys.
• Overtime may be required on occasion.
• Other duties/tasks as assigned

Required skills:

• Interacts with personnel in all levels of the organization in a tactful, cooperative and professional manner.
• Acts with honesty, integrity, courtesy and respect in all instances.
• Maintains confidentiality.
• Earns the trust and respect of others.
• Works well independently and as a team member.
• Possesses and conveys an outstanding client service approach for both external and internal clients. Recognizes that all firm personnel are clients and acts accordingly.
• Embraces diversity and inclusion, incorporating them into all aspects of role and behavior.
• Maintains high competency levels and a strong work ethic.
• Is self-motivated. Takes initiative and is diligent.
• Works effectively under high pressure.
• Performs responsibilities in accordance with all firm standards, policies, and procedures.

Education and Experience Requirements:

• A Bachelor's degree is required in Business Administration, Accounting, Finance or business related field from an accredited college or university. An equivalent combination of an Associate's degree and work experience will be accepted.
• Minimum of 3-5 years of experience in client billing and e-billing in a law firm or other professional services industry utilizing time and billing software.
• Excellent interpersonal, written and verbal communication skills are required. Proven analytical and problem-solving skills. In-depth and broad understanding of and experience supporting applications and databases. Strong organizational skills and attention to detail. Ability to multi-task and prioritize workloads. Ability to present ideas in a business-friendly language.
• Proficient with accounting and billing software programs. Excellent computer skills, proficiency with the entire Microsoft Office Suite, especially Microsoft Excel. Extensive database knowledge and experience. Advanced knowledge of Fulcrum, e-Billing Hub, or similar account software systems is required.

Mental/Physical/Environmental Requirements

• Indoor offices with controlled temperatures with limited exposure to noise, dust, chemicals.
• Mobility within the office including movement from floor to floor.
• May sit for long periods of time.
• Crouching, kneeling standing, walking, pushing pulling and lifting occasionally
• Operating a personal computer, telephone, voicemail and other office equipment on a regular basis.
• Must be able to express and exchange ideas by means of the spoken word.
• Must have the ability to convey detailed information in a clear and concise manner through spoken word.
• Must demonstrate good problem-solving skills.

FLSA Status
Non-Exempt

HOURS
Full-time, Monday-Friday, 9:00 a.m. – 5:30 p.m., overtime and flexibility may be required.

ADA: The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.

This job description will be reviewed periodically as duties and responsibilities change with business necessity.  Essential and marginal job functions are subject to modification