Billing Coordinator

Farella•San Francisco, CA

12d•Hybrid

About The Position

The Billing Coordinator supports the delivery of quality legal services to clients by assisting with all aspects of the firm’s monthly billing process. Assists with occasional special billing related projects and requests. Makes system updates of basic core billing information.This position is a flexible hybrid position requiring working in-person in San Francisco initially at least three days per week, and then at least two days per week.

Requirements

Minimum of two (2) years billing experience in a professional services firm, preferably a law firm.
High school diploma or GED required.
Fast learner.
Familiarity regarding client billing and relevant accounting concepts and procedures.
Accurate data entry with the ability to type and use 10-key by touch.
Proficient in the use of MS Office Suite of software (Word, Outlook, and Excel) and windows-based accounting or finance software.
Familiarity with billing software (Aderant, Elite, Prebill Viewer, Billblast – or other distributed billing system) or ability to become proficient.
Strong reconciliation, research and problem-solving skills.
Excellent prioritization skills with ability to pivot when needed.
Excellent communication skills, both written and verbal; demonstrated understanding of correct grammar, spelling and punctuation.
Ability to work effectively within a team environment and to work proactively.
Strong time management skills and the ability to work under pressure in a fast-paced environment; ability to coordinate multiple tasks concurrently and meet deadlines.
Strong organizational skills, interpersonal skills, and attention to detail.

Nice To Haves

Some college, accounting or business school desirable.

Responsibilities

Prepares client invoices as revised by attorneys and in accordance with client guidelines using the accounting software.
Researches questions and discrepancies.
Interfaces with attorneys and secretaries as necessary and works with both the Billing Specialist and Time and Billing Supervisor to resolve issues and ensure the necessary data updates are in place to proceed with bill preparation.
Performs text edits, makes adjustments or write-offs of fees and costs, transfers time and costs, makes rate adjustments, and updates address information.
Quality control the invoices by ensuring billing information is correct before submission.
Prepares task based and electronic bills, troubleshoots e-billing rejections, provides expense backup and makes “manual” adjustments to bill formats via Word as required.
Reviews and verifies pre-bill to invoice data and releases the approved pre-bills for posting.
Verifies release output and posts final pre-bills to accounts receivable in accounting system.
Mails paper client invoices and submits electronic formats for e-bill clients.
Resolve e-billing rejections/ errors and adjustments on a timely manner.
Coordinates with AR/Collections team to ensure that trust payments are applied during the billing process for the appropriate clients, based on attorney instruction.
Performs mass revision and reapplication of payments to prior bills based on client or attorney requests.
Provides bill and payment information when needed.
Provides expense back-up documentation as requested to support invoices and court fee petitions.
Assists with budget, rate, status reports submission in e-billing portals.
Performs data entry of disbursements as necessary.
Reviews cost recovery/disbursement output and posts charges.
Maintains monthly disbursement files and electronic cost recovery archives.
Assists with miscellaneous month-end tasks to ensure a prompt and accurate close and initiate the new billing cycle.
Tasks include, but are not limited to, follow-up and resolution to outstanding pre-bills, including revised bill and internal bill projects.
Assists the Billing Specialist as needed to alert timekeepers with time in “pending/draft/error” status, release as necessary.
Revalues time entries as necessary.
Posts all released time.
Performs updates to bills group addresses and data entry regarding routine client, matter and billing information, e.g. address information and bill instructions.
Confirms rate information as represented on new matter intake paperwork and works with the Time and Billing Supervisor and Billing Specialist if revisions are required.
Coordinates with billing attorneys in conjunction with client requested accrual reporting.
Maintains accurate and current expense disbursement files.
Answers questions and aids attorneys and staff regarding the use of the firm’s timekeeping and matter inquiry programs.
Strives to meet deadlines, follow firm policy and department protocols.
Maintains department customer service standards.
Assists with special projects as assigned.
Communicates with clients in a professional and service orientated manner.
Works cooperatively with attorneys, secretaries, and other departments as necessary.