Billing and Collections Specialist

Consultative Search Group•Newport Coast, CA

2d•Onsite

About The Position

A prestigious global law firm is hiring a Billing and Collections Specialist who can be based in any of its California offices. The specialist serves as the primary contact for assigned partners and clients and administers all facets of billing and collections. The role includes reviewing billing memos and time and expenses, coordinating and finalizing invoices, preparing and sending bills and attachments, and following up on outstanding invoices. Electronic billing is a major part of the position, which requires familiarity with legal terms and processes to maintain accurate billing for time and expenses. The specialist reviews billing memos monthly, corrects narratives, handles transfers and other maintenance, and ensures compliance with client-specific billing requirements. They prepare LEDES files, monitor electronic billing submissions and related systems, resolve billing issues and deductions, and communicate relevant information to clients, partners, assistants, and other parties. They also manage collections for assigned clients by reviewing accounts receivable, preparing inventory emails, following up with responsible partners or assistants, recording partner preferences and responses, and updating firm databases. The position calls for strong communication, organization, attention to detail, prioritization, multitasking, and problem-solving skills, along with a customer-service mindset, proactive communication, follow-through, flexibility, and a commitment to quality and teamwork in a fast-paced environment. Strong Excel skills and proficiency with technology are required; experience with EbillingHub and knowledge of Elite are preferred.

Requirements

Prior billing experience; law firm experience is preferred.
Ability to communicate effectively with personnel at all levels.
Excellent attention to detail and ability to work well under pressure.
Outstanding written and verbal communication skills.
Excellent organizational skills and ability to strategize, multitask, and prioritize.
Strong Excel skills and strong technology skills, including the ability to use third-party electronic billing software and leverage technology in work processes.
Flexibility and commitment to quality, customer service, teamwork, and supporting firm and department goals in a fast-paced environment.
Proactive communication, exceptional follow-through, and an ownership mentality.

Nice To Haves

College degree preferred; college coursework in accounting, business, or a related field is a plus.
Experience with EbillingHub and knowledge of Elite.
Exemplary customer service mindset and high motivation.

Responsibilities

Review billing memos monthly and maintain time and expenses, including narrative corrections, transfers, miscellaneous updates, and invoice finalization.
Apply knowledge of legal terms and processes and the nature of legal work on assigned matters.
Comply with special billing requirements for assigned clients and matters.
Prepare LEDES files for clients and review them for accuracy and compliance with client billing guidelines.
Coordinate and resolve electronic billing issues for assigned clients, communicating required information to relevant parties.
Monitor electronic billing progress, including system status, work in progress, and client, matter, and timekeeper setups.
Monitor and resolve electronic billing issues and deductions, and provide submission and problem-solving assistance as needed.
Manage collections for assigned clients, including preparing inventory emails and regularly reviewing outstanding accounts receivable.
Follow up consistently with responsible partners or assistants, taking prior communications and responses into account.
Document partner preferences and methods, update firm databases with partner responses, and monitor electronic billing systems and report as needed.
Communicate with attorneys, paralegals, assistants, partners, and clients regarding billing and collections.