What are the responsibilities and job description for the Billing Coordinator position at Wiggin and Dana LLP?
Summary:
The Billing Coordinator will oversee the preparation, review, and submission of client invoices for a busy legal practice, ensuring accuracy, compliance with client billing guidelines, and timely delivery. You’ll serve as a key liaison between attorneys, clients, and the accounting department to support efficient billing operations and strong client relationships. The coordinator possesses an extensive knowledge of multiple legal billing, disbursement and e-billing processes. The individual can effectively prioritize workflow, apply judgement and make decisions affecting improved function and procedures for which they are accountable.
Job Duties
The following are essential job duties and responsibilities of the Billing Coordinator. This list is not exhaustive, and other duties may be assigned as necessary.
- Prepare, edit, and finalize complex client invoices in accordance with firm and client billing requirements (including eBilling platforms) including:
- Apply retainer funds
- Process write offs per Firm policy
- Apply multiple discounts
- Process split party billing
- Collaborate with attorneys and practice groups to resolve billing discrepancies and ensure prompt approval
- Review and edit prebills per Billing Attorney/Administrative Assistant instructions
- Review and verify accuracy of billing and supporting documentation as required.
- Provide technical support to attorneys and administrative assistants on prebill software
- Maintain and update billing records, matter budgets, and client billing instructions.
- Manage electronic billing submissions, appeal processes and reporting through various eBilling systems (e.g., CounselLink, TyMetrix, Legal Tracker)
- Reconcile billed amounts and track outstanding invoices; assist with collections as needed
- Research and respond to inquiries regarding billing issues and problems; produce scheduled and ad hoc reports
- Review creation of new matters from New Business Intake system to Financial system. Review matter set up to ensure compliance with rate agreements and outside counsel guidelines
- Assist in month-end and year-end closing processes related to billing and accounts receivable
- Identify opportunities for process improvement and workflow optimization within the billing function
Requirements
Education: Bachelor’s degree in Finance, Accounting, Business Administration, or a related field preferred; equivalent relevant experience will be considered.
Experience: Minimum 2-5 years’ experience in a high-volume billing, customer service or accounts receivable role.
Knowledge/Skills and Abilities:
- A solid understanding of basic accounting principles and their application in daily work tasks
- Understanding of billing software and eBilling systems (e.g., Aderant, BillBlast) preferred
- Excellent written and verbal communication, interpersonal, and customer service skills
- Analytical, numerically astute with strong demonstrated problem-solving abilities
- Ability to work well under pressure and handle emergency situations
- Ability to prioritize, multitask and organize workflow with a willingness to take the initiative to use these abilities to work collaboratively in meeting deadlines with a sense of urgency
- Keen attention to detail and accuracy
- Strong computer skills
- Proficiency with Microsoft Office with emphasis on Excel skills required
- Strong organizational skills and attention to detail and accuracy
- Ability to organize and prioritize workflow with a sensitivity to meeting deadlines
- Maturity, professionalism, and high level of discretion are required
- Ability to be in the office on a daily basis, working a full day
Essential Physical/Mental Demands
- Ability to deal with stress due to workload pressures.
- Ability to sit for extended period of time.
- Ability to keyboard for extended period of time.
- Handle material and supplies up to 35 lbs. of weight.