Billing Coordiantor

Clifford Chance•New York, NY

3d•Hybrid

About The Position

Clifford Chance US LLP is seeking a full-time Billing Coordinator. The Billing Coordinator will be responsible for coordinating the client billing process for an assigned group of partners. This role will communicate and liaise directly with partners, managing associates and secretaries in connection with various aspects of client billing. The Billing Coordinator will also be responsible for revising bill/time entry narratives, coordinating client billing cycles and working closely with attorneys to prepare client invoices. This position can be located in any of our three US offices (NY, Washington DC or Houston, TX) and will report to the Billing Supervisor.

Requirements

2+ years of relevant legal billing experience
Experience in a law firm or professional services environment required
Proven track record of providing superior client service while building a strong rapport at all levels of an organization with both internal and external clients
Ability to work under pressure and demonstrate flexibility with competing demands of internal and external clients
Must be a strategic, analytical thinker with strong critical thinking and problem-solving skills
Excellent time management, organizational, interpersonal skills
Strong written and verbal communication skills
Must be detailed oriented with the ability to readily identify issues that could impede processes while taking the initiative to provide solutions
Strong technical proficiency in a range of software, including Microsoft Office, e-billing software and document management systems
Ability to work independently in a fast-paced environment with minimal supervision within a team-oriented environment
Must be able to work outside the core business hours as needed
Must be able to adhere and comply to the Firm's Agile Working Policy which requires employees to work from the office at least three days each calendar week
Must be independently legally authorized to work in the United States

Nice To Haves

Bachelor's degree in Business, Accounting or Finance preferred

Responsibilities

Manage all aspects of the monthly client billing process and distribution of invoices to clients including:
Prepare and distribute monthly prebills to the responsible billing partners and their teams
Process comments and revisions from partners and associates
Monitor time and disbursement transfers and write-offs to obtain the necessary approvals in accordance with firm policy prior to processing them in the system
Prepare and distribute draft bills for review and approval
Ensure billing partner approval is obtained to finalize bills
Prepare, submit, and monitor e-bills/update e-bill workflow notes when necessary
Post bills in our client billing system and assist/coordinate in sending them to clients
Ensure each posted bill has the proper backups electronically filed in the designated Billing file folder within the firm's document management system (iManage)
Communicate and liaise proactively with billing partners regarding matter billing status, special billing arrangements, fee caps, fixed fee, etc.
Understand Work in Progress ("WIP") Provisions and ensure aged WIP and special discounts are properly monitored and accounted for under each matter
Monitor WIP and aging levels to assist billing partners in meeting defined billing goals
Review, analyze and ensure matters comply with specific Clifford Chance global client agreements and outside counsel billing guidelines
Take ownership to properly set up new matters under e-billing clients with the correct time increments, rates, discounts, e-billing codes, matter file numbers, etc.
Confirm client and/or matter specific fee arrangements are reflected for each individual matter to ensure accurate billing and WIP accrual
Coordinate with Accounts Payable team to resolve any vendor discrepancies
Maintain files and documentation in accordance with the Firm's billing policy
Respond to partner and client inquiries in a timely manner
Escalate issues as needed to Billing Supervisor and/or Billing Manager
Report monthly billing projections
Prepare various billing reports and analyses, as requested by attorneys