Bilingual Billing Coordinator (20-month Contract)

McMillan LLP•Toronto, ON

1d•Hybrid

About The Position

McMillan has an exciting 20-month contract opportunity as a bilingual Billing Coordinator in our Finance and Accounting department. The Billing Coordinator is responsible for handling all aspects of the firm’s client billing cycle and the exchange of billing and other information between the firm and its clients while ensuring that billing is completed effectively, efficiently, and accurately. This includes invoice distribution to clients as well as uploading invoices to client’s e-billing portals where applicable. The Billing Coordinator is also responsible for assisting with collections and an ongoing review of inactive trust funds, working with the responsible lawyers to determine a course of action. This role offers a hybrid workweek, combining working at home and working in the Montreal, Toronto or Ottawa office.

Requirements

Experience in billing or e-billing in a law firm or professional services firm
Team player with exceptional interpersonal skills.
Possess a high degree of confidence, professional maturity and demonstrate excellent verbal and written communication skills.
Proven analytical, critical thinking and problem-solving skills.
Strong organizational skills and a keen attention to detail.
Demonstrated competence to multi-task and prioritize workloads on tight deadlines.
Demonstrated ability to present ideas in a business-friendly and user-friendly language.
Superior client service and a demonstrated ability to work in a challenging and dynamic environment.
Excellent technical skills, with high proficiency with the entire Microsoft Office Suite, particularly Word and Excel and McMillan’s accounting/billing related programs.
Knowledge of Elite 3E or similar accounting software

Nice To Haves

Consistent demonstration of Firm Values: Respect, Teamwork, Client Service, Professional Excellence and Commitment.

Responsibilities

Work directly with lawyers to manage the billing process from beginning to end
Address queries received on billing issues, process, and templates as encountered
Review and ensure completeness of NBI forms to ensure tax is appropriately applied based on instructions provided
Set up discounts or exception rates on clients/matters in the financial application (3E) and revalue WIP
Transfer of dockets or costs amongst matters; including and or excluding time and cost entries; dividing time and cost entries
Continuously following-up with lawyers to ensure WIP is being billed on timely basis and to note reason if WIP is to be deferred
Narrative review and editing i.e. punctuation, formatting
Communication with other lawyers with respect to missing time (where possible)
Adding and applying BOA
Application of Trust and Unallocated funds to invoices upon request; assist lawyers with resolving inactive trust balances by working with clients to apply or return funds.
Calculating and adding currency equivalence to invoice
Review of disbursements and related tax applications
Processing WIP write offs & write ups, obtain approval where necessary
Adjusting bill rates, bill hours, bill amount and applying discounts where required
Review of e-billing proformas to ensure they comply with outside counsel guidelines and are set up correctly in 3E for e-billing hub integration.
Review of application of taxes on entire invoice
Finalize bill and distribute to the client by mail or email if requested
Invoice reversals/re-bill or credit note processing
Coordination with Collection team on outstanding AR as needed and inclusion of outstanding amounts on invoices