What are the responsibilities and job description for the Client Account Specialist position at TalentSource360?
A leading international law firm is seeking a Client Account Specialist to join its Finance and Accounting Department in the Seattle office. This role follows a hybrid work schedule.
The Client Account Specialist is responsible for managing account setup, billing and collection arrangements, account oversight, and inventory management for assigned client portfolios. This role involves building strong, collaborative relationships with attorneys throughout the full invoicing and collections cycle. The position also includes analyzing inventory statistics, preparing supporting documentation, and making recommendations based on business strategies, while assisting in the training and mentoring of billing team members.
Key Responsibilities
The Client Account Specialist is responsible for managing account setup, billing and collection arrangements, account oversight, and inventory management for assigned client portfolios. This role involves building strong, collaborative relationships with attorneys throughout the full invoicing and collections cycle. The position also includes analyzing inventory statistics, preparing supporting documentation, and making recommendations based on business strategies, while assisting in the training and mentoring of billing team members.
Key Responsibilities
- Build and maintain professional, collaborative relationships with attorneys, staff, and clients to ensure compliance with attorney and client specifications.
- Manage billing and collections processes from engagement to payment with tact, diplomacy, and effective negotiation skills.
- Handle complex billing arrangements, including client-level billing and collections.
- Train and mentor billing specialists.
- Verify rates, review and implement outside counsel guidelines, monitor fee caps, tier discounts, and matter budgets; set up and monitor alerts; communicate with internal committees on discounts, write-downs, and write-offs.
- Oversee the prebill-to-final bill process, ensuring timely attorney review and accurate submission of bills/eBills in the correct format.
- Collaborate with eBilling Coordinators and Accounting Systems staff to ensure compliance with client billing guidelines, troubleshoot submission issues, and follow up on invoice acceptance and payment.
- Communicate directly with clients as needed, including following up on collections and providing requested billing or payment information.
- Respond to inquiries on accruals, audits, and payment reports; analyze billing trends and prepare ad hoc reports as needed.
- Prepare monthly billing and collections forecasts; maintain updated pre-bill status reports and collection projection tools.
- Monitor unapplied cash reports, assist Accounts Receivable with accurate payment applications, and update attorneys on available funds.
- Establish effective back-up processes to ensure uninterrupted portfolio support.
- Bachelor’s degree in accounting, finance, or business preferred (or equivalent experience).
- Prior law firm billing experience required.
- Proficiency with financial management systems.
- Strong Excel and reporting skills with experience in complex accounting analysis.
- High business acumen, ability to multi-task, and prioritize effectively.
- Strong attention to detail with the ability to produce accurate, high-quality work under deadlines.
- Excellent client service skills; ability to work independently and as part of a team.
- Strong written and verbal communication skills.
- Proven initiative, problem-solving skills, and ability to maintain confidentiality.
- Reliable, motivated, and highly organized.
- Flexibility to work additional hours as needed.