Legal Billing Manager

The Maine Legal Group is seeking a highly organized, detail-oriented Legal Billing Manager to oversee and execute the firm’s bi-monthly billing processes, including statements, trust accounting, accounts receivable, client replenishments, client communications regarding billing and collections, and financial reporting.

The ideal candidate is process-focused, experienced with legal billing and trust compliance systems, comfortable working directly with clients, and demonstrates strong follow-through and negotiation skills to help optimize cash flow. Clear, demonstrable experience in these areas should be highlighted on the candidate’s resume.

Payroll and overall firm operations rely on the accuracy, timeliness, and precision of this role.

$64,000 - $83,000 commensurate with experience

• Manage client billing operations, including onboarding clients to billing procedures and responding to billing inquiries.
• Oversee bi-monthly RFA and FFA billing cycles, ensuring accuracy across all matters.
• Monitor retainer balances against replenishment thresholds, initiate and process replenishment requests, and proactively manage payment follow-ups.
• Conduct daily reviews of case management stages in our CRM to ensure accuracy, progress, and timely action.
• Monitor and manage IOLTA/Trust & NOTA accounts, including compliant trust-to-operating transfers and adherence to trust accounting rules.
• Maintain accurate AR tracking, operating ledgers, and financial records in audit-ready condition.
• Ensure system-wide billing accuracy across MyCase, QuickBooks, LawPay, and M&T Bank’s NOTA system.
• Generate billing statements, cycle totals, financial summaries, and billable hour reports for leadership.
• Maintain professional relationships with clients to ensure timely payments and resolution of payment concerns.
• Payroll experience is a plus, with potential for responsibilities in this area.

• 3 years of AR, billing, and bookkeeping experience.
• Experience in legal billing, trust accounting, or law firm bookkeeping strongly preferred.
• Proficiency with MyCase (or Clio), LawPay, QuickBooks, and trust accounting systems preferred.
• Attention to detail in accounting software (QuickBills, IOLTA/Trust - NOTA).
• Professional communication skills and customer service experience.
• Ability to manage multiple deadlines and structured cycles.
• Advanced Excel skills.
• Reside on the East Coast, in the U.S., available to work Eastern Time business hours.
• Strong follow-through abilities and accountability.
• Comfortable coordinating with attorneys and leadership.
• Must be MAC Proficient.
• MBA a plus

The Maine Legal Group, located in Kennebunk, Maine, is a well-established criminal defense and family law firm known for delivering high-quality, results-driven legal services. Behind that work is a team that values strong systems, clear processes, and professionals who take pride in keeping operations running smoothly. Join a collegial team where collaboration and shared success matter.

Applicants must be based in the United States, preferably on the East Coast, and available to work within the Eastern Time Zone. We offer a competitive salary based on experience, with comprehensive health benefits, a 401(k), and other financial perks, and the opportunity to grow with a quickly expanding firm.