Billing Administrative Assistant

Gowling WLG • Ottawa, ON

6h • CA$50,000 - CA$55,000 • Hybrid

About The Position

The Ottawa office is currently recruiting a Billing Administrative Assistant to coordinate and process all billing-related functions for two to three professionals in the Corporate department. The successful candidate should be proactive, have a strong work ethic, and the ability to work effectively both independently and as part of a team.

Requirements

• Post Secondary Diploma
• Minimum 3 years of experience in an administrative role and/or billing experience.
• Exceptional attention to detail.
• Ability to communicate effectively with other Firm members, with the aptitude to take care of clients’ needs in a professional and courteous manner.
• Ability to use discretion when dealing with confidential information.
• Capacity to work independently, as well as in a team environment.
• Produce a high quality and quantity of work product, occasionally under tight timelines.
• Able to prioritize and to redefine priorities when necessary.
• Handle stress in a business-like manner.
• Knowledge of Microsoft Office Suite with a strong knowledge of Excel.

Nice To Haves

• Bilingualism (French/English) may be required in some offices.

Responsibilities

• Understand clients’ billing requirements
• Ensure client contact information is kept current in all systems.
• Liaise between the legal and finance teams as required
• Provide regular invoicing to clients and process accordingly.
• Request and process all pre-bills ensuring accuracy of details, including: Review and edit text narratives, phase/task codes in dockets for accuracy; Set fees and/or add details for instructions and reasoning where required; Prepare cheque and trust requisitions for third party payments, deposits etc.
• Make any other necessary amendments/add instructions to prebills and submit to produce invoices.
• Review draft invoices and advise the Billing Professional if there are any concerns before they approve.
• Receive incoming payments, produce trusts paperwork and refund, as necessary.
• Liaise with Billing Coordinators and other members of the Finance teams such as accounts receivable, trust and collections teams as necessary.
• Follow up with clients on billing requirements as necessary.
• Other duties as required.

Benefits

• 100% employer-paid health, dental, and mental health coverage, plus an annual lifestyle spending allowance
• Benefits coverage for Firm members and their dependents from day one!
• 15+ vacation days and hybrid work flexibility
• Parental leave top-up for 26 weeks (after 12 months of full-time employment)
• Group Retirement Savings Plan with employer match
• Financial protection through short & long-term disability, life, accident & critical illness insurance
• Employee & Family Assistance Program, guided CBT, and an internal network of 120+ trained Mental Health First Aid responders
• Recognition awards, appreciation events, and a supportive, collaborative work culture
• Perks and preferred pricing programs, referral bonuses and more

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree