Client Account Services Administrator

Ballard Spahr•Philadelphia, PA

19h•Remote

About The Position

Ballard Spahr, a nationally recognized law firm with over 750 lawyers across 19 offices, is seeking a detail-oriented, customer-service-minded Client Account Services Coordinator to support its Collections/Client Account Services function. This role is crucial for maintaining accurate account documentation, preparing client communications and reports, supporting firm collection campaigns, and collaborating with legal and administrative teams to ensure timely, professional follow-up on aged receivables. This position is fully remote.

Requirements

Previous experience in accounts receivable, billing, collections, or client accounting support required.
Exceptional attention to detail with the ability to maintain accurate records, analyze information, and document activities thoroughly and consistently.
Strong written and verbal communication skills, with the ability to draft professional client correspondence and prepare clear, concise internal reports.
Proven ability to effectively manage multiple priorities, meet deadlines, and follow through on outstanding items in a fast-paced, high-volume environment.
Proficiency in Microsoft Office Suite, particularly Excel, Outlook, and Word.
Demonstrated ability to handle sensitive and confidential information with discretion, professionalism, and sound judgment.
Strong organizational and problem-solving skills, with the ability to identify issues, research solutions, and escalate matters as appropriate.
Collaborative and client-service-oriented team player with the ability to build effective working relationships across departments, offices, and levels of the organization.
Ability to work independently while contributing to team objectives and supporting broader collections and accounts receivable initiatives.

Nice To Haves

Experience within a law firm or professional services environment is highly preferred.
Experience with Elite 3E, ServiceNow, or similar financial and ticketing systems is preferred.

Responsibilities

Maintain accurate and comprehensive records within the collections database, documenting accounts receivable delinquencies, collection activities, and the status of follow-up efforts.
Prepare and distribute aging reports, account statements, and collection correspondence for clients with outstanding balances, in accordance with direction from billing attorneys and the Collections Team.
Monitor and assist with the management of Accounting ServiceNow tickets, ensuring timely follow-up, issue resolution, and effective communication with stakeholders.
Support the planning, coordination, and execution of firmwide collection campaigns, including report preparation, scheduling, and responding to related inquiries.
Maintain the Client Account Statement Database and ensure the accuracy of client information by researching and processing address updates within the 3E system.
Coordinate and assist with the distribution of communications, reports, and collection-related materials to Department Chairs, Office Managing Partners, Division Practice Managers (DPMs), Group Heads, and clients.
Maintain organized files, records, and supporting documentation in accordance with established departmental and firm policies and procedures.
Handle sensitive client and firm information with the highest level of confidentiality, professionalism, and discretion.
Collaborate effectively with attorneys, legal assistants, accounting personnel, and administrative staff across multiple departments and office locations to support firm collection initiatives and promote a positive working environment.
Provide administrative and operational support to the Collections Team, assisting with special projects and other related responsibilities as assigned.
Demonstrate strong organizational skills and attention to detail while managing multiple priorities and meeting established deadlines.
Participate in required firm training and professional development programs, including inclusion initiatives, anti-harassment training, and information security awareness programs.