What are the responsibilities and job description for the Assistant Billing Manager position at The Law Office of Bryan Fagan?
The Assistant Billing Manager for the Law Office of Bryan Fagan will be responsible for supporting all aspects of the firm's billing operations, ensuring accuracy, efficiency, and compliance with client agreements and firm policies. This role requires a strong understanding of billing practices (legal billing is highly prefered,) excellent leadership skills, and a commitment to maintaining high standards of client service. The Legal Billing Manager will lead a team of billing professionals, implement best practices, train, develop and track KPIs, as well as and leverage technology to optimize billing processes.
Key Responsibilities:
Management and Leadership:
- Support the Billing Manager with leading, training, mentoring, and developing a team of account collections representatives.
- Conduct performance reviews, provide constructive feedback, and identify training needs.
- Delegate tasks effectively and ensure equitable workload distribution.
- Foster a collaborative and productive work environment.
Billing Operations:
- Oversee the entire billing lifecycle, from time entry review to invoice generation and distribution.
- Ensure accurate and timely preparation of client invoices, adhering to client-specific billing guidelines and firm policies.
- Review and approve complex invoices, ensuring all necessary documentation is attached.
- Manage e-billing processes, including setting up new e-billing vendors, troubleshooting rejections, and monitoring e-billing portals.
- Collaborate with attorneys and practice groups to resolve billing discrepancies and address client inquiries.
- Monitor unbilled time and disbursements, actively working to minimize aged WIP.
- Implement and enforce firm-wide billing policies and procedures.
Financial Reporting and Analysis:
- Generate and analyze various billing reports, including WIP, accounts receivable, realization, and productivity reports.
- Provide insights and recommendations to firm leadership regarding billing trends and financial performance.
- Assist in the development of billing forecasts and budgets.
Process Improvement and Technology:
- Identify opportunities for process automation and efficiency enhancements within the billing department.
- Evaluate and implement new billing software or system upgrades.
- Develop and update training materials for billing staff and attorneys on billing systems and procedures.
- Ensure compliance with all relevant financial regulations and industry standards.
Client Relations:
Act as a primary point of contact for complex client billing inquiries and issues.
Build and maintain strong relationships with internal and external stakeholders.
Ensure a high level of client satisfaction through accurate and responsive billing services.
Qualifications Education and Experience
- Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
- Minimum of 4 -7 years of progressive experience in legal billing or comparable B2C industry, with at least 3 years in a management or supervisory role.
- In-depth knowledge of legal billing software e-billing platforms such as Clio, Law Pay, etc., is highly preferred.
Skills and Competencies
- Strong analytical and problem-solving skills.
- Excellent leadership, communication, and interpersonal skills.
- Ability to manage multiple priorities and deadlines in a fast-paced environment.
- High level of accuracy and attention to detail.
- Proficiency in Google and or Microsoft Office Suite, particularly Excel.
- Demonstrated ability to implement and manage change.
- Strong understanding of accounting principles related to billing and accounts receivable.
Working Conditions
- Typically an office environment, with occasional need for extended hours during peak billing cycles.
- May involve sitting for long periods and extensive computer use.
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Vision insurance
Schedule:
- 8 hour shift
- 40-hour work week
- Weekends as needed
Equal Opportunity Statement:
We recognize that diverse experiences, perspectives and backgrounds enable us to be an even stronger company and workplace. Not only will you be welcome here, your unique thoughts and opinions will be encouraged, celebrated and deeply valued.