Billing Compliance Specialist

Osler, Hoskin & Harcourt LLP•Toronto, ON

5d•CA$60,000 - CA$75,000•Hybrid

About The Position

Reporting to the Manager, Billing Compliance, the Billing Compliance Specialist is responsible for assisting in all phases of intake and client billing requirements. This role will work closely with the Billing Compliance team, biller, lawyers and other administrative staff in the firm as well as client. This is a highly detail-oriented position with an emphasis on tenacity, time management, technical tasks and interpersonal skills. Prior experience in a professional services environment is preferred. This job posting is for an existing vacancy.

Requirements

College Diploma or University Degree specializing in a business discipline
Minimum of three years of relevant experience
Intermediate to advanced level excel proficiency, including PivotTables and XLOOKUP formulas
Exceptional attention to detail and accuracy with numerical data, while maintaining efficiency
Fast learner with ability to perform effectively in a fast-paced, dynamic environment, adapting seamlessly to shifting priorities and workloads
Provide outstanding service to both internal and external clients by collaborating directly with clients, partners, billers, assistants, and key stakeholders to ensure the successful completion of essential operational tasks critical to the firm’s financial performance.
Comfort with synthesizing large data sets, sourced from differing systems
Excellent communication skills, able to clearly convey insights both verbally and in writing to audiences with diverse subject matter expertise
Proactive, positive mindset with a focus on continuous innovation and process improvement
A compliance and procedural mindset is required

Nice To Haves

Prior work experience in finance / billing / project management function within the legal or professional services industry is preferred.
Basic knowledge of SQL, Power BI would be an asset but not required
Experience with Ebilling systems such as Legal Tracker, CounselLink, TyMetrix, or similar platforms
Experience with Accounting system, Aderant or Elite

Responsibilities

Manage client billing compliance requirements, including accrual deadlines, billing guidelines, estimates, budgets, purchase order numbers, tax forms, banking information, and other client-specific requirements within applicable accounting systems and eBilling platforms
Coordinate end-to-end onboarding for new clients and support the migration of existing clients to new eBilling platforms, ensuring accurate setup, alignment with client requirements, and seamless integration across firm systems
Liaise with internal stakeholders, clients, and external vendors to obtain matter access, purchase order details, provide tax documentation, banking information, and other billing-related requirements needed to support timely and accurate setup for billing
Maintain accurate client and matter billing information in the accounting system and eBilling platforms to support compliance with client guidelines and a smooth billing experience
Review NBI requests, assess the requirements, and assign work to appropriate team members within prescribed service level agreements
Oversee the team’s general mailbox by monitoring incoming requests, redirecting inquiries to the appropriate team members, and supporting timely follow-up on billing compliance matters
Prepare weekly status reports summarizing matter access metrics, and key operational updates for leadership
Maintain and update operational procedures, training materials, and client-specific documentation to promote consistency, compliance, and knowledge retention across the team
Communicate effectively with peers, management, lawyers, billers, assistants, clients, and external contacts to resolve accrual, onboarding or matter access related issues and support operational objectives
Identify opportunities to improve billing compliance processes, enhance data accuracy, and contribute to projects or additional tasks as assigned
Assist with projects or additional tasks as assigned by Manager