Billing Operations Manager

Billing Operations Manager

Gallo Legal Services — Atlanta (Chamblee), Georgia (On-site)

Reports to: CEO (dotted line to Finance Leadership)

Employment Type: Full-Time

Team: 6 across Billing, Cash Application, and Collections

About Gallo Legal Services

Gallo Legal Services is the largest privately owned legal support services firm in Georgia. We provide court reporting, legal videography, trial services, and litigation support to law firms across the state, nationally, and internationally. We operate with approximately 80 employees and a growing network of independent contractors. We have been recognized multiple times by the Atlanta Business Chronicle as one of Atlanta's Best Places to Work, including a first-place ranking in the medium-sized business category.

We are a growth-minded organization that values continuous improvement, strong systems, and people who enjoy solving real problems. Problems are viewed as opportunities to improve processes, not something to hide or work around.

As we continue to scale, we remain committed to operational excellence and clean financials.

Why This Role Exists

Every deposition we shoot, every court reporter we deploy, every trial we support — it all flows through billing, collections, and cash application. As Gallo has grown, so has the volume and complexity of our receivables operation. We have a team of six handling billing, cash application, and collections. What we need now is a dedicated leader to take ownership of that function — someone who brings the structure, the standards, and the operational discipline to match the scale we've reached and the growth ahead of us.

This is a build role. The team is here. The revenue is here. The opportunity is to formalize and strengthen the operation — document the processes, raise the standards, develop the team, and create the infrastructure that lets this function scale with the business instead of chasing it.

This role exists because the billing function is ready for dedicated leadership — and the CEO's time needs to be focused on growing the business, not managing billing operations.

What You'll Own

Leadership and Oversight

You run the entire billing operation. Three teams — Billing Coordinators, Cash Application, and Collections — report to you. You set the standards, enforce the standards, and hold every person on your team accountable to the standards. When something is wrong, you find it. When someone isn't performing, you address it. You don't wait for problems to become patterns before you act.

Billing Operations

This is your first priority. Invoices go out accurately, on time, and consistently across all service lines — court reporting, legal videography, and trial services. You will document how every type of job gets billed, build the procedures that eliminate common errors, and train your team until the process runs without constant oversight. Rate changes, pricing updates, and client agreement terms are tracked and implemented correctly every time. When billing errors happen, you find the root cause and close the gap so it doesn't repeat.

Collections Management

You own the collections strategy for outstanding and overdue accounts. Monitor aging, ensure follow-up and escalation protocols are in place and followed, and resolve client disputes in coordination with Billing, Operations, and Finance. These are law firm clients — communication from your team is professional, precise, and consistent.

Cash Application

All incoming payments are applied accurately and promptly to customer accounts. Unapplied cash and suspense accounts stay clean. Short pays, overpayments, and unclear remittances are reconciled. Account balances reflect reality and are audit-ready at all times.

Reporting, Dashboards, and Controls

You build and maintain the reporting that gives leadership visibility into billing health — aging reports, collections status, unapplied cash, trends, risk areas. You don't wait for someone to ask how billing is doing. You surface the numbers proactively. You establish and enforce internal controls across all three functions. Month-end close gets clean documentation and reconciliations from your team on time, every time.

Audits, Policies, and Process Improvement

You conduct regular billing audits to ensure adherence to internal policies, client agreements, and financial controls. You identify inefficiencies and process gaps, write the policies and procedures that don't exist today, and train your team on them. When you find a problem, you bring a recommendation — not just a report.

Team Development and Accountability

You manage, coach, and develop the billing team. Regular one-on-ones. Clear expectations. Direct feedback. The billing team in particular needs a manager who sets standards and holds people to them. Performance issues don't linger.

Cross-Functional Coordination

Billing doesn't operate in a vacuum. You work closely with Operations, Video, Sales, Production, Scheduling, and Finance. When billing problems originate upstream — a job scoped wrong, a rate not communicated, a client agreement not updated — you trace it back and work with the responsible department to fix it. You establish clear handoffs so the same problems don't keep repeating.

What This Role Is Not

This is not a Controller position. There is financial leadership above this role. You own billing, cash application, and collections — not the full general ledger, AP, or financial statements.

This is not a systems implementation role. We operate on a custom billing system. You need to be comfortable working within it, building processes around it, and creating your own reporting. If you need a perfect ERP before you can manage billing effectively, this isn't the right fit.

This is not a role where you inherit a fully built operation and keep it running. You're walking into a function that's ready for its next level — formalizing processes, raising standards, and building the infrastructure to support continued growth. If that energizes you, keep reading.

Your First 90 Days

Days 1–30: Learn the full billing operation end to end. Understand how each service line gets billed, how payments are received and applied, and how collections works. Assess every team member — skills, accuracy, accountability. Identify the top sources of billing errors. Map the current process for each billing function. Build relationships with Operations, Sales, and Finance.

Days 31–60: Document and implement standardized billing procedures for all service lines. Address the most common billing errors with clear process fixes. Begin building billing dashboards and reporting. Start regular team meetings and one-on-one accountability sessions. Address any immediate performance issues directly.

Days 61–90: Billing error rate is measurably reduced. SOPs exist for billing, cash application, and collections. Reporting is live and being used to manage the operation. The team knows the standards and is being held to them.

How Success Is Measured

• Client inquiries handled timely
• Invoices go out on time and consistently across all service lines
• Aging improves — overdue balances decrease, collections follow a documented process
• Cash application is clean — unapplied cash and suspense accounts are minimal
• SOPs exist for every billing function and the team is trained on them
• Dashboards and reporting give leadership visibility without having to ask
• The team operates to clear standards with consistent accountability
• Cross-functional issues are traced to root cause and resolved

What We're Looking For

• 5 years of experience in Accounts Receivable, Billing, or Finance operations
• 2 years managing or leading Billing, Collections, or Finance teams — formal title required, not just informal oversight
• Demonstrated success building billing processes, reporting, and controls — not just inheriting them
• Experience managing a team of 5 across multiple billing functions
• Strong documentation instinct — you write things down, create procedures, and train people on them
• Track record of holding people accountable — not just managing tasks, managing performance
• Comfortable working in custom or non-standard billing systems — you build processes around the tools you have
• Direct communicator who addresses issues early
• Detail-oriented with a bias toward accuracy and consistency

Strongly Preferred

• Experience in professional services, legal services, or high-volume service billing environments
• Experience building billing dashboards and custom reporting without relying on pre-built tools
• Experience cleaning up or formalizing a billing function — reducing errors, standardizing processes, improving collections
• Familiarity with billing structures that vary by service type or client agreement

Compensation and Benefits

• Medical, dental, and vision insurance
• Short-term disability and life insurance
• 401(k) retirement savings plan
• Professional development opportunities
• Stable, growth-oriented company with CEO access

Why Gallo

You're not walking into a corporate finance department with layers of bureaucracy. You're walking into a company that needs someone to own the billing operation, build it right, and run it. The team is here. The revenue is here. The opportunity is yours.