Billing Coordinator

Overview

The Billing Coordinator manages all billing activities for an assigned group of attorneys and clients, serving as a key resource for billing attorneys and their secretaries on inventory management and related processes.

Key Responsibilities

• Maintain in-depth knowledge of client billing terms, discount arrangements, and attorney/client preferences to ensure:
• Timely and accurate issuance of invoices, incorporating all applicable terms and discounts.
• Adherence to best practices in creating, reviewing, presenting, and distributing pro formas and final invoices.
• Full compliance with firm policies and external counsel guidelines.
• Prompt submission of electronic invoices with required supporting documentation.
• Efficient handling and resolution of invoice revisions.
• Oversee unbilled inventory for assigned attorneys by:
• Regularly communicating with attorneys on aged unbilled balances.
• Escalating problematic accounts with support from secretaries and firm leadership.
• Recommending write-offs for aged or disputed items as needed.
• Responding promptly to inquiries from attorneys, clients, and staff regarding inventory levels, time/cost entries, reconciliations, outstanding receivables, and unapplied cash.
• Communicating relevant firm policies and guidelines to attorneys and clients.
• Supporting requests for accrual information from clients and partners.
• Generating and distributing standard unbilled pro formas summarizing time and disbursements by client/matter.
• Analyzing short-paid invoices and determining appropriate resolution steps.
• Using firm reporting tools (e.g., Excel and billing dashboards) to fulfill information requests.
• Assist in applying unidentified cash receipts and resolving related issues quickly.
• Support timekeepers and secretaries with diary entries, time transfers, and matter adjustments.
• Route requests for alternative fee arrangements to the Pricing Committee for review and approval.
• Document billing procedures, deadlines, client preferences, and attorney-specific requirements.
• Provide audit letter support by promptly supplying period-end balance information to attorneys and secretaries.

Qualifications

• Bachelor’s degree preferred.
• Minimum of two years' experience in a professional services environment, with hands-on use of time and billing software (e.g., 3E, Elite, or Aderant).
• Strong analytical and critical thinking skills.
• Excellent interpersonal skills and a proven team player.
• High level of professional maturity, confidence, and superior oral and written communication abilities.
• Outstanding customer service orientation and ability to thrive in a fast-paced, dynamic environment.
• Self-motivated with a strong work ethic; able to work independently with minimal supervision.
• Flexibility to occasionally work beyond standard business hours and adjust schedules to meet deadlines.