What are the responsibilities and job description for the Billing Manager position at W3Global?
Job Title: Billing Manager - Legal
Department/Group: Administrative
Reports to: Controller
FLSA Type: Exempt
Hours: 40 hours plus; 9:00 am - 6:00 pm
Office Attendance: Hybrid;
Mandatory 4 days per week, inclusive of Monday; additional days in the office as required by the firm or based on client needs
Years of Experience: 15 Years
Job Summary
The Billing Manager is a senior finance professional responsible for overseeing all aspects of legal billing operations for the firm. This role requires extensive experience in law firm billing practices, deep familiarity with complex billing arrangements, and hands-on expertise with Finance Core, Coyote, and Tabs. The Billing Manager partners closely with attorneys, finance leadership, and internal stakeholders to ensure accurate, timely, and compliant billing in accordance with client guidelines and firm standards
Duties And Responsibilities
Billing Operations
Department/Group: Administrative
Reports to: Controller
FLSA Type: Exempt
Hours: 40 hours plus; 9:00 am - 6:00 pm
Office Attendance: Hybrid;
Mandatory 4 days per week, inclusive of Monday; additional days in the office as required by the firm or based on client needs
Years of Experience: 15 Years
Job Summary
The Billing Manager is a senior finance professional responsible for overseeing all aspects of legal billing operations for the firm. This role requires extensive experience in law firm billing practices, deep familiarity with complex billing arrangements, and hands-on expertise with Finance Core, Coyote, and Tabs. The Billing Manager partners closely with attorneys, finance leadership, and internal stakeholders to ensure accurate, timely, and compliant billing in accordance with client guidelines and firm standards
Duties And Responsibilities
Billing Operations
- Oversee end-to-end billing processes for the firm, including pre-bills, edits, final invoices, write-ups, write-downs, and adjustments
- Manage high volume, complex billing structures, including hourly, alternative fee arrangements, caps, blended rates, retainers, and fixed fee matters
- Ensure compliance with client billing guidelines, outside counsel guidelines, and e-billing requirements
- Serve as subject matter expert for billing policies, procedures, and best practices
- System Ownership and Technical Expertise
- Act as the primary billing systems expert for Finance Core, Coyote, and Tabs, including setup, maintenance, troubleshooting, and optimization
- Partner with IT and finance leadership on system upgrades, integrations, testing, and process improvements
- Develop reports and dashboards to support billing performance, realization, and revenue analysis
- Ensure data integrity across billing, timekeeping, and financial systems
- Attorney and Client Support
- Work directly with partners and senior attorneys to resolve billing issues, address client inquiries, and support matter-level billing strategies
- Provide guidance and recommendations on billing efficiency, rate management, and client-specific requirements
- Support client audits, billing reviews, and information requests
- Team Leadership and Oversight
- Lead, mentor, and manage billing staff, ensuring appropriate training, coverage, and performance management
- Establish and enforce billing schedules, deadlines, and quality control standards
- Develop and maintain written billing procedures and training materials
- Financial Controls and Reporting
- Monitor billing accuracy, realization rates, aged accounts, and unbilled time in partnership with finance and collections teams
- Identify trends, risks, and process gaps, and propose solutions to improve efficiency and cash flow
- Support the month-end and year-end close activities related to billing and revenue
- Minimum 15 years of progressive law firm billing experience, with demonstrated responsibility for complex billing environments
- Extensive hands-on experience with Finance Core, Coyote, and Tabs (required)
- Proven knowledge of legal billing rules, compliance requirements, and client guideline enforcement
- Strong understanding of law firm financial operations, including realization, revenue cycles, and matter economics
- Advanced proficiency in billing systems reporting, Excel, and financial analysis tools
- Exceptional attention to detail with the ability to manage competing deadlines in a fast-paced environment
- Strong communication and interpersonal skills, with the ability to work effectively with partners, attorneys, and senior leadership
- Preferred Qualifications
- Prior experience managing or leading a billing team
- Experience supporting large AmLaw or multi-office law firms
- Exposure to e-billing platforms and client audit processes
- Bachelor's degree in Finance, Accounting, Business, or a related field (or equivalent professional experience
- Leadership and accountability
- Client service mindset
- Process improvement and systems thinking
- Sound judgment and discretion
- Ability to influence senior stakeholders
- The competencies listed below describe the skills, knowledge, and behavior required to perform this job. The successful candidate for this position will:
- Ethics: Treat people with respect; keep commitments; inspire the trust of others; work with integrity and ethically; uphold organizational values.
- Interpersonal Skills: Focus on solving conflict, not blaming; maintain confidentiality; listen to others without interrupting; keep emotions under control; remain open to others' ideas and try new things.
- Judgement: Display willingness to make decisions; exhibit sound and accurate judgment; support and explain reasoning for decisions; include appropriate people in the decision-making process; make timely decisions.
- Project/Assignment Management: Develop project plans; coordinate projects; communicate changes and progress; complete projects on time; manage project team activities.
- Problem Solving: Identify and resolve problems promptly; gather and analyze information skillfully; develop alternative solutions; work well in group problem-solving situations; use reason even when dealing with emotional topics.
- Analytical: Synthesize complex or diverse information; collect and research data; use intuition and experience to complement data; design workflows and procedures.
- Customer Service: Manage difficult or emotional customer situations; respond promptly to customer needs; solicit customer feedback to improve service; respond to requests for service and assistance; meet commitments.
- Dependability: Follow instructions, respond to management direction; take responsibility for own actions; keep commitments; commit to long hours of work when necessary to reach goals; complete tasks on time or notify the appropriate person with an alternate plan.
- Described below are the physical demands required by an employee to perform the essential functions of this job successfully. If needed, reasonable accommodations may be established to enable individuals with disabilities to perform essential functions.
- Continually required to sit.
- Occasionally required to stand.
- Occasionally required to walk.
- Frequently required to utilize hand and finger dexterity.
- Frequently required to talk, hear, taste, or smell.
- In performing the duties here, the employee is exposed to the following work environment conditions:
- Frequently, a fast-paced environment is determined by the project to be completed.
- Frequently, a mid-paced environment on daily assigned projects.
- Occasional discomfort due to noise and temperature.
- Occasional pressure and mental fatigue due to the speed of the office tasks.
- Continual periods where the employee is expected to sit for a long period of time when necessary.
- The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or physical requirements. Nothing in this job description restricts management's rights to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Salary : $140,000 - $150,000