Billing Coordinator

SUMMARY

The Billing Coordinator is responsible for the timely and accurate management of the firm’s billing processes. This position plays a critical role in supporting the firm’s financial health by preparing and submitting invoices, monitoring accounts receivable, reconciling payments, and assisting with collections. The Billing Coordinator also serves as a resource for billing-related inquiries from both clients and internal team members, ensuring the billing system remains accurate, current, and efficient. This role is part of the administrative team and, while its primary focus is billing, it may provide backup for general administrative support or be assigned other non-billing administrative duties as needed.

ESSENTIAL FUNCTIONS

Billing

• Generate, review, edit, and submit invoices to clients on a monthly basis (or sooner, as agreed with the firm owner).
• Coordinate attorney edits and ensure invoices are finalized promptly.
• Notify firm owner of any delays in billing and identify activities causing such delays.
• Input independent contractor time into the billing system prior to invoice generation.
• Ensure that outgoing communications accompanying invoices are accurate, professional, and tailored appropriately.
• Coordinate implementation of attorney rate increases and ensure timely, professional communication to clients regarding changes.

Payments & Reconciliation

• Record deposits (e.g., checks, ACH payments, and wire transfers) in the billing system.
• Report deposits to Accounts Receivable.
• Research and resolve anomalies (e.g., check amounts that do not match invoices) to ensure accurate reconciliation.
• Submit independent contractor invoices to Accounts Payable for timely payment.

Collections & Reporting

• Follow up with clients who have outstanding balances when payment is not received by the due date.
• Initiate collections efforts by placing follow-up phone calls approximately 14 calendar days after the second email attempt if no response has been received.
• Maintain the monthly Collections Tally spreadsheet, logging all incoming payments.
• Submit the Collections Tally to the firm owner and Administrator one to two times per week.
• Run the aging report monthly and provide to attorneys to solicit their assistance with collections.
• Run periodic reports for management (e.g., billing totals, collections rate, work-in-progress) to support strategic billing decisions and financial planning.

Trust Account Management

• Monitor client trust accounts, request replenishments as needed, and ensure invoices are properly applied against trust balances in compliance with firm policies and ethical rules.
• Process trust refunds promptly and accurately, with appropriate documentation and approvals.

System Maintenance & Support

• Maintain a clean and current billing system (e.g., ensure all billable time is entered, invoices without billing cycles are assigned, zero balance invoices are cleared, etc.).
• Respond promptly to billing-related inquiries from clients, attorneys, and staff.
• Coordinate retrieval of client checks for those with special payment arrangements.
• Perform other duties as assigned (e.g., assisting the firm owner with email requests, providing notary services, etc.).

QUALIFICATIONS

Billing & Accounting Skills

• Experience with billing or accounting functions in a professional services environment preferred.
• Experience with legal billing software such as Clio and document management systems such as NetDocuments strongly preferred.
• Ability to prepare and interpret billing and accounts receivable reports for management and attorneys.
• Experience tracking reimbursable client expenses (e.g., filing fees, experts, messengers) a plus.

Financial Reconciliation Skills

• Strong attention to detail with consistent accuracy and thorough follow-through.
• Resourceful and skilled in research, problem-solving, and reconciliation of discrepancies.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Trust Accounting Knowledge

• Familiarity with trust accounting requirements and ethical considerations in a law firm setting.
• Experience reconciling accounts, processing trust refunds, and monitoring client payment schedules.

Professional Competencies

• Outstanding interpersonal and communication (both written and oral) skills
• Cooperative and collaborative team player with a client-service mindset.
• Exceptional ability to prioritize, multi-task, and meet deadlines in a fast-paced environment.
• Proactive self-starter with excellent critical thinking and sound judgment.
• Advanced organizational and time management skills.
• Adept at following directions, yet confident in asking questions and seeking clarification when needed.
• Ability to adapt quickly to new technologies and evolving procedures.

EDUCATION & EXPERIENCE

• High school diploma, GED, or equivalent.
• 4 years of relevant experience.
• Notary Public certification.
• Proficient with Microsoft Office Suite (Word, Excel, Outlook).
• Proficient with standard office equipment.

COMPENSATION

• $24-$27 per hour