BILLING AND COLLECTIONS COORDINATOR

Job Summary:  

Oversee the billing and collections aspects for your designated legal department. Generate and process bills, manage the electronic billing platform, answer billing inquiries, and properly allocate money to outstanding invoices. Assist brokers / insurers by providing documents required in the collection process. Perform regular evaluations on incoming payments. Coordinate with other department members to resolve collection issues and reconcile unapplied cash. Coordinate with attorneys and the Executive Director providing resolution for all collection, manage data for invoices and maintain knowledge on all variances. Maintain good working relationships with other department members, attorneys, brokers, and insurers.

Essential Functions:

• Generate and edit pro-formas, transfer, write-off time / costs as directed using Elite 3E
• Collaborate with attorneys, secretaries, and coworkers regarding the production of finalized invoices
• Analyze monthly invoices to ensure compliance in accordance with firm and client guidelines
• Research bill and payment history; ensure appropriate allocation of payments received to outstanding invoices
• Prepare and submit electronic invoices to clients via their e-billing vendors website
• Monitor and assist with payments to outside counsel 
• Maintain complete and up to date files for each billing matter
• Transfer fees and costs to other matters and process write offs when requested
• Review payments received and interact with cash receipts area on posting of cash receipt if funds against A / R
• Request detailed policy information regarding funds received for specific matters to ensure correct allocation of funds to specific invoices
• Collaborate closely with the attorneys in department on all aspects regarding open and closed matters in their entirety
• Retrieve and review physical correspondence to obtain historical information otherwise not obtained electronically
• Closely examine open escrow balances to reconcile and apply any and all funds allowable to open A / R
• Prepare and report on finalized billing at the end of each month
• Prepare documentation to ensure the closing process of inactive matters to make sure additional time will not be added to the matter

Additional Responsibilities: 

• Collaborate with Escrow receipts and payables to ensure correct allocation of funds received, as well as notification of expected funds
• Prepare reports detailing open amounts due, provide back-up documentation when required, and suggest solution ideas
• Assist other members of the Billing / Collections Department with duties required while a member is out of the office.
• The employee may be asked to perform additional duties not listed in the job description as required by business needs
• Assist other department employees as needed

Job Qualifications:  

• Microsoft Word and Excel 2010
• Elite 3E
• E-billing hub’
• Collections database
• LMCS PRISM / Maestro / Data Centre