Office and Billing Administrator

About the Role

M&A Law Firm is an award-winning civil litigation firm with offices in Schaumburg and Chicago, and we are growing. We are looking for an Office Administrator who wants real responsibility. You will lead our collections efforts and own our billing database, and you will work alongside the Director of Operations on an almost daily basis, helping run a firm that is building new systems and preparing to open additional locations. No two weeks look exactly alike, and this role will grow as the firm does. It is a strong fit for a tenacious, self-directed professional who takes pride in finishing what they start, is comfortable having firm and respectful conversations about unpaid balances, and likes being the person others count on. You will also be asked to take on duties that are not listed here, because a growing firm always has more to do.

Schedule and Location

This position's home base is our Schaumburg office. You will work onsite for at least the first 90 days, four days in Schaumburg and one day in Chicago. After that, the role may become hybrid, with three days in the office each week and the remaining days remote. Your office days are split between Schaumburg and Chicago, and you may choose which days to be in each office. Office days and locations may change as the firm opens additional offices. Billing is the priority, so collection work takes precedence over office visits.

The ability to self-manage a schedule is a must.

Collections calls made on remote days require the candidate to have a dedicated workspace free of background noise and reliable internet. The option of working from the Schaumburg office full-time is also available for those without a dedicated quiet remote workspace.

Billing and Collections

• Lead the firm’s collection efforts, with responsibility for collecting all outstanding balances
• Process client payments using payment methods on file and follow up on declined payments by phone and email
• Monitor the billing department email account and respond promptly to client questions about invoices
• Work with the responsible attorney to review any questioned charges and determine whether corrections are needed, escalating all corrections to the Director of Operations
• Follow up with the client to explain the outcome and the reasons for any adjustments, and collect payment
• Conduct collection calls and write client correspondence that is firm, persistent, and professional
• Maintain the firm’s monthly billing database, tracking payments received, balances owed, and the status of each account
• Run reports on unpaid invoices, place billing holds on matters with unpaid balances, and notify the client that their matter is on hold
• Provide the Director of Operations with a billing update report after each collection cycle
• Escalate accounts that require attorney or management attention

Support for the Director of Operations

• Provide direct, day-to-day support to the Director of Operations and complete tasks as they arise
• Manage the Director of Operations’ calendar and scheduling
• Draft routine emails, letters, and notices for the Director of Operations’ review
• Track follow-up items, deadlines and pending tasks
• Assist with onboarding new clients
• Assist with new hire paperwork, training tracking, and file maintenance
• Oversee completion of trainings and monitor attorney CLE requirements
• Run reports from the firm’s systems, including, but not limited to, Lawmatics, RingCentral, CallRail, Smokeball, Rankings, Crisp, and Wildfire, on a regular schedule and upon request, and conduct follow-up with vendors as requested
• Take on additional tasks and projects as the Director of Operations and the firm’s needs arise, including duties not listed in this posting.

Office and Vendor Operations

• Receive, unpack, and inventory coordinated deliveries at both offices on your scheduled days
• Maintain office supplies at both locations through a simple reorder routine
• Manage vendor issues from the initial call through resolution, including, but not limited to, printer service and phone system problems
• Process incoming and outgoing mail and serve as the contact for building management at both locations

The Monthly Cycle

Billing and collections are the priority, but they do not fill a full-time schedule. You will support the Director of Operations on a daily basis, and the rest of your time goes to the other duties listed above. Billing activity is lighter in the first week of the month, which is used for billing department email maintenance, reporting, onboarding support, and office operations. The second week is the busiest, with payment processing, follow-up on declined payments, and responses to invoice questions. Weeks three and four focus on follow-up and collections, with repeated outreach on every open account, and reporting, while the remaining time goes to supporting the Director of Operations and completing other tasks as the firm needs them, including those not listed here. The firm’s objective each month is to collect every dollar outstanding, and tenacity is essential to this role.

Qualifications

• Demonstrated persistence and follow-through in collecting outstanding balances
• Experience in billing, accounts receivable or collections; law firm experience is preferred
• Ability to explain charges clearly and diplomatically, in writing and by phone
• Strong organizational skills and attention to detail
• Excellent written and verbal communication and a professional phone presence
• Discretion in handling confidential client and firm financial information
• Ability to work independently and anticipate needs
• Willingness to take on any task the firm needs, including duties not listed here
• Ability to lift and unpack deliveries up to 50 pounds, with assistance for heavier items, and to assemble office furniture
• Reliable transportation between the Schaumburg and Chicago offices each week
• Familiarity with Smokeball or Lawmatics is a plus, and training will be provided

Benefits

• Health, vision, and dental insurance
• 401(k) retirement plan with employer matching after two years
• Two weeks of vacation, increasing with tenure, and one week of sick leave
• Eleven paid holidays per year

How to Apply

Please send your resume and a cover letter to Allison Radkay at allison@malawillinois.com. In your cover letter, include a few sentences describing a time you collected a difficult balance and how you handled it. Applications that do not include this response may not be considered.

M&A Law Firm, P.C. is an equal opportunity employer.